Senior Lab Administrative Coordinator

HHMI; Seattle (WA); Sur place; USD 75 000 - 94 000; Plein temps

Résumé du poste

HHMI in the Seattle area seeks an Administrative Coordinator to provide high-level support to the HHMI Investigator, manage calendars, coordinate complex scheduling and travel, and assist with meetings and outreach.

The role emphasizes strong organizational skills, exceptional customer service, and proactive teamwork within a research environment. A BA/BS plus 5+ years of executive support are required, with proficiency in Microsoft Office.

Qualifications

• BA/BS or equivalent years of education and experience.
• Minimum of 5 years of high-level executive support.
• Experience with sophisticated, detailed travel support 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.

Responsabilités

• 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

Connaissances

Executive support

Travel planning

Calendar management

Communication

Teamwork

Formation

BA/BS or equivalent

Outils

Microsoft Office

Description du poste

HHMI in the Seattle area seeks an Administrative Coordinator to provide high-level support to the HHMI Investigator, manage calendars, coordinate complex scheduling and travel, and assist with meetings and outreach.

The role emphasizes strong organizational skills, exceptional customer service, and proactive teamwork within a research environment. A BA/BS plus 5+ years of executive support are required, with proficiency in Microsoft Office.