Office Manager

Howard Hughes Medical Institute (HHMI); Chevy Chase (MD); Hybrid; USD 82,000 - 135,000; Full time

Job summary

An established industry player is seeking an Office Manager to provide comprehensive administrative support to senior leadership. This dynamic role involves managing vendor contracts, planning budgets, and coordinating events, all while fostering a collaborative culture. The successful candidate will thrive in a hybrid work environment, balancing various responsibilities that contribute significantly to the organization's mission. With a focus on professional development and a commitment to diversity, this position offers a unique opportunity to make a meaningful impact in a world-class nonprofit research institute. Join a team that values your contributions and supports your growth!

Benefits

Comprehensive Healthcare

Generous Retirement Contributions

Paid Leave

Professional Development Programs

Qualifications

• 8-10 years of experience supporting senior and mid-level managers.
• Proven track record in office and administrative management.
• Ability to maintain confidentiality and exercise discretion.

Responsibilities

• Provide high-level executive support to senior directors.
• Manage vendor contracts and procurement processes.
• Plan and execute events for team building and collaboration.

Skills

Executive Support

Contract Management

Budget Planning

Event Management

Excellent Communication Skills

Microsoft O365

Multitasking

Confidentiality

Education

Bachelor's Degree or Equivalent

Tools

Microsoft O365

Accounting Systems

Purchasing Systems

Job description

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815

Current HHMI Employees, click here to apply via your Workday account.

HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments , communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.

Summary:

The Office Manager will provide general administrative operations support for the Senior Director of Marketing and Internal Communications, the Senior Director of Strategic Project and Change Management, and the Director of Leadership Communications and External Relations.

In this role, you will manage vendor contracts, reconcile purchases, plan fiscal year budgets, and pay invoices while handling executive scheduling, travel arrangements, staff communications, event planning, and office logistics. You will use sound judgment and expert knowledge of departmental procedures.

The Office Manager works a three-day hybrid schedule at HHMI’s Headquarters in Chevy Chase, MD.

This position will remain open until May 21, 2025, at 5:00 PM ET, after which applications will no longer be accepted.

What we provide:

• Central, Trusted Role: In a highly visible position, support senior leadership across communications, strategic project and change management, and external relations, contributing to the smooth operation of HHMI’s strategic and communications functions.

• Diverse Responsibilities: Engage in a wide range of administrative and operational duties—from scheduling and budgeting to procurement, event coordination, and contract management—ensuring each day brings variety and purpose.

• Collaborative Culture: Work closely with dynamic teams across departments and serve as a key liaison between internal stakeholders and external partners in a collegial, mission-driven environment.

• Professional Development: Strengthen your skills in executive support, project coordination, and organizational operations while gaining insight into the inner workings of a world-class nonprofit research institute.

• Competitive Total Rewards Package : Comprehensive healthcare, generous retirement contributions, paid leave, and additional programs that support well-being and professional development.

What you will do:

• General. Provide high-level executive support to the Senior Director, Integrated Communications and Marketing, the Senior Director, Strategic Project and Change Management, and the Director, Leadership Communications and External Relations, anticipating their needs, and providing relief from administrative details.

• Contract Management: Monitor and facilitate the process for contracts for all three departments, both new and renewals, by maintaining a central database, ensuring as-needed access, monitoring upcoming actions, and coordinating the review and acceptance process.

• Procurement: Place orders for equipment, software, and services; interact with various managers and staff to ensure timely delivery and monitor and facilitate usage.

• Budget Planning: Manage annual fiscal year budget planning. Complete and deliver to finance the required budget documentation. Partner with each department leader to ensure clear, consistent budget reporting. Provide budget forecasts and other requested information as needed throughout the fiscal year.

• Invoice and Purchase Order Management: Handle purchase orders and invoices associated with purchases to ensure accuracy and timeliness in payment. Provide reconciliation support for P-card transactions.

• Calendaring & Scheduling. Manage and coordinate schedules, including internal and external meetings, conferences, professional engagements, and travel. Schedule work meetings, training, and other events for leaders and staff.

• Event Management. Plan, schedule, and execute inter- and intra-departmental social events aimed at team building, communication, and collaboration. Handle event logistics, including scheduling, presentations, food arrangements, and agenda/activity planning. Act as the meeting host and facilitator.

• Triage incoming queries. Act as an information resource for internal and external customers, using judgment to determine the immediacy and relative importance of the issue at hand and decide on and take appropriate action. Respond to a broad range of questions and requests from callers and direct them as appropriate. Manage the “Contact Us” mailbox at hhmi.org.

• Filing. Perform general administrative duties such as making copies, filing, maintaining logs, and manuals. Establish and maintain highly confidential files and records. Ensure that files are well organized, and materials are always readily available.

What you bring:

• Bachelor’s degree or equivalent, or related experience.

• 8 to 10 years of previous professional experience working for senior and mid-level managers.

• Proven track record of successful office and administrative management experience handling similar duties.

• Prior experience working in a Communications department is preferred for knowledge of basic contract and procurement activities.

• Ability to multitask and balance multiple projects, priorities, and deadlines, working with multiple principals.

• Self-starter and fast learner with the ability to "hit the ground running".

• Excellent computer skills, including facility with or ability to master Microsoft O365 (SharePoint, Outlook, Word, PowerPoint, Excel), accounting systems, purchasing systems, etc.

• Ability to maintain confidentiality and exercise absolute discretion while working with sensitive information across multiple departments.

• Excellent verbal and written communication skills.

• Excellent proof-reading skills and the ability to check documents and websites for accuracy, clarity, and consistency.

• Ability to be aware of the “big picture” and provide the necessary information and detail to support those who rely on you.

• Ability to flexibly adjust to changing priorities and still operate effectively in a fluid environment.

• Excellent independent judgment and decision-making skills, consistently demonstrating tact and diplomacy.

• Ability to communicate effectively with all levels of management, both inside and outside HHMI. Ability to interact professionally and independently.

• Ability to gain an understanding of and interpret consulting contracts.

Physical Requirements:

Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act. #LI-NG1

Compensation and Benefits

Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more.

Compensation Range

$82,540.03 (minimum) - $103,175.04 (midpoint) - $134,127.55 (maximum)

Pay Type:

Annual

HHMI’s salary structure is developed based on relevant job market data. HHMI considers a candidate's education, previous experiences, knowledge, skills and abilities, as well as internal consistency when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range.

HHMI is an Equal Opportunity Employer

Howard Hughes Medical Institute (HHMI) is an independent, ever-evolving philanthropy that supports basic biomedical scientists and educators with the potential for transformative impact. We make long-term investments in people, not just projects, because we believe in the power of individuals to make breakthroughs over time.

Why HHMI

To move science forward we need a diverse collection of talents, expertise, and backgrounds in scientific research and science education, as well as communications, finance, human resources, information technology, investments, law, and operations.

At HHMI, we encourage collaborative and results-driven working styles and offer an adaptable environment where employees can do their best work.

What makes us strong is the diversity of our perspectives. We work to promote a culture of inclusion in our work environments and across the greater scientific community. To find more information about us and the steps we're taking to make HHMI a more inclusive organization, visit our About Us page.

A Note for Job Seekers

Your best option for consideration in our career opportunities is to apply directly via our HHMI Careers site . There, you will learn more about HHMI and can find information about our available roles.

Contact us at recruitingsupport @hhmi.org if you require an accommodation related to completing the job application. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations.

Applicants Have Rights Under Federal Employment Laws