Executive Assistant, Cancer Program

Broad Institute; Cambridge (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

The Broad Institute is seeking an experienced administrative professional to provide high-level support to a Core Member and the Cancer Program. The role requires diplomacy, discretion, and mature judgment in interactions with management, scientists, and external partners.

Responsibilities include calendar management, travel coordination, meeting and event planning, and handling communications. Candidates typically have 5+ years of relevant experience and a Bachelor's degree or higher.

Qualifications

• Minimum 5+ years of related administrative experience with a Bachelor's degree, or 3+ years with a Master's, or PhD without experience.
• Ability to represent the supervisor and program with discretion, tact, and maturity.

Responsibilities

• Manage supervisor calendar, prepare documents, and take meeting minutes.
• Coordinate domestic and international travel, and expense reports.
• Handle regular communications and prepare routine documents.
• Plan and coordinate major meetings, events, and visits.
• Organize weekly lab meetings and performance-evaluation processes.
• Arrange logistics for offsite events and seminars within budget.
• Arrange menus, room setup, and accommodations for meetings.
• Handle occasional personal appointments for the supervisor.

Skills

High-level administrative support

Tact and diplomacy

Strong communication

Calendar management

Education

Bachelor's degree in a related discipline

Master's degree or PhD in related field

Job description

Description & Requirements

We are seeking a candidate who will provide high-level administrative support to a Core Member of the Broad Institute, including the laboratory staff and the Cancer Program, as needed. The incumbent must represent the supervisor and the program with tact, diplomacy, discretion, and good judgment in a professional, polished, and mature manner.

This role involves interactions with all levels of management at the Broad Institute, external academic scientists and practicing physicians throughout the world, as well as interactions with professionals in the venture, biotech, and pharmaceutical communities.

Primary Responsibilities:

The incumbent must manage with minimal supervision concurrent assignments with competing priorities in an intermittently fast-paced environment, including:

Scheduling:

• Manages the supervisor's calendar, including finding, preparing, organizing, printing, and collating documents and other background information in advance of meetings
• Attends specific meetings for the purpose of taking meeting minutes

Travel:

• Coordinates and schedules complex domestic and international travel for the supervisor and for conference travel for laboratory members
• Manages expenses, including preparing and submitting expense reports and monitoring approval flows related to travel and other expenses of the supervisor, lab members, invited speakers, and consultants.
• Familiarity with travel guidelines and how to generate reimbursements for travel-related expenses.

Communications:

• Manages the supervisor's regular communications with internal and external colleagues and partners, per manager's request
• Reads standard or electronic mail, highlights actions or important items, and attaches relevant files or information for review.
• Composes basic/routine documents. Prepares and proofreads technical reports, grant-related material, letters of reference and/or other special topics.

Meeting and Event Coordination:

• Coordinates the planning and execution of important events such as laboratory and program/platform meetings, symposia, grantee meetings, retreats, and workshops.
• Organize the schedules of visits and interviews for candidates seeking to join the research group.
• Organize weekly laboratory science meetings.
• Meetings and processes linked to the performance evaluation cycle, such as organizing peer feedback and review meetings with direct reports of the Director.
• Planning and coordinating offsite laboratory events and meetings within a budget, including organizing videos and conference calls
• Assists in the planning and coordination of meetings, seminars, conferences, consortia, and special events related to Broad and/or a specific program.
• Selects menus, arranges for room setup for on-site and off-site meetings; and arranges for hotel accommodations.
• Handles occasional personal appointments for the supervisor.
• Supports the Broad's administrative professional community through teamwork, including but not limited to timely response and occasional assistance in large group events.

Job Requirements:

Typically requires a minimum of 5+ years of related experience with a Bachelor's degree in a related discipline, or 3+ years and a Master's degree, or a PhD without experience, or equivalent work experience.

The Broad Institute will not offer visa sponsorship for this opportunity.

The expected base pay range for this position as listed above is based on a 40 hour per week schedule. Broad provides pay ranges representing its reasonable and good faith estimate of what the organization reasonably expects to pay for a position at the time of posting. Actual compensation will vary based on factors including but not limited to, relevant skills, experience, education, qualifications, and other factors permissible by law.

At Broad, your base pay is just one part of a comprehensive total rewards package. From day one, this role offers a competitive benefits package including medical, dental, vision, life, and disability insurance; a 401(k) retirement plan; flexible spending and health savings accounts; at least 13 paid holidays; winter closure; paid time off; parental and family care leave; and an employee assistance program, among other Broad benefits.

The Broad Institute is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, religion, age, color, sex, disability, protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.

Should you need a reasonable accommodation to complete the application or interview process, please contact [e-mail] for assistance.