Executive Lab Administrative Coordinator

Howard Hughes Medical Institute; Washington (District of Columbia); On-site; USD 75,000 - 94,000; Full time

Benefits offered by this job

Competitive pay

Excellent health benefits

Retirement plans

Time off

Wellness programs

Job summary

HHMI is seeking an Administrative Coordinator for our Washington, DC area labs. The role provides executive support to the Investigator, manages calendars, coordinates travel, and handles correspondence to keep the lab running smoothly.

Ideal candidates have a BA/BS, at least five years of high-level support, strong customer service, and proficiency with Mac/PC and Microsoft Office. Rolling applications; you will be contacted if there’s a match.

Qualifications

• B.A./B.S. or equivalent years of education and experience.
• Minimum of 5 years of high-level executive support.
• Prior experience with detailed travel support is a strong plus.
• Ability to assess rolling tasks in a fast-paced lab and prioritize accordingly.
• Excellent written, verbal, and interpersonal communication skills and the ability to use good judgment in working independently, showing initiative, and responding to inquiries.
• Ability to work both independently and as part of a team, manage time, and show initiative.
• Customer service approach and dedication to HHMI's mission and the lab's goals.
• Strong digital literacy, including demonstrated proficiency with Mac or PC as well as Microsoft Office applications.

Responsibilities

• Provide administrative support for the HHMI Investigator
• Manage the calendar and coordinate complex scheduling,including internal and external meetings, conferences, professional engagements, and travel for the Investigator
• Coordinate domestic and international travel arrangements and prepare detailed travel itineraries
• Organize weekly laboratory meetings, special seminars, and laboratory outings
• Assist with correspondence management, presentation development, and be a resource for reviewing and proofreading documents from draft form
• Work with researchers on visa and academic appointment issues
• Order office supplies and reconcile monthly purchasing card expenses
• Assist lab staff with onboarding requirements and HMS appointments
• Coordinate letters of recommendation
• Process and track reimbursements from multiple sources for Investigator, laboratory members and visiting scientists through multiple systems
• Keep laboratory website updated
• Serve as a liaison between investigator and various administrative offices
• Handle phone calls, screen and greet visitors

Skills

Executive support

Travel coordination

Communication skills

Time management

Team player

Digital literacy

Education

B.A./B.S. or equivalent

Tools

MS Office

Mac/PC proficiency

Job description

HHMI is seeking an Administrative Coordinator for our Washington, DC area labs. The role provides executive support to the Investigator, manages calendars, coordinates travel, and handles correspondence to keep the lab running smoothly.

Ideal candidates have a BA/BS, at least five years of high-level support, strong customer service, and proficiency with Mac/PC and Microsoft Office. Rolling applications; you will be contacted if there’s a match.