TA & HR Administrative Assistant (temp position)

Broad Institute; Cambridge (MA); On-site; USD 40,000 - 54,000; Full time

Job summary

The Broad Institute in Cambridge, MA is seeking an organized Talent Acquisition (TA) & HR Administrative Assistant for a six-month contract. You will support interview scheduling, travel logistics, and essential HR workflows, serving as the liaison between TA and HR teams.

This role requires meticulous coordination across multiple calendars and teams. You will handle onboarding logistics, candidate experiences, and light administrative tasks to support the employee lifecycle.

Qualifications

• High school diploma or equivalent.
• At least 1 year of administrative, operations, or recruitment coordination experience.
• Proficiency with calendar management tools (Google Calendar) and cloud-based software.
• Superior time management and organization skills with a candidate-first mindset.
• Warm, professional written and verbal communication skills; discretion with confidential information.

Responsibilities

• Coordinate and schedule high-volume, multi-stage interviews across time zones and calendars.
• Serve as primary contact for interview logistics and changes.
• Monitor schedules in real time and troubleshoot conflicts.
• Arrange end-to-end travel logistics for out-of-town candidates.

Skills

Calendar management

Communication

Time management

Discretion

Education

High school diploma

Tools

Avature

Workday

Google Calendar

Concur

ServiceNow

Job description

Description & Requirements

We are looking for an organized, candidate-focused Talent Acquisition (TA) & HR Administrative Assistant for a six-month contract opportunity. In this role, you will be a shared resource between the TA team and overall HR team for administrative and logistical support. For TA Operations, you will be responsible for creating exceptional candidate experiences through seamless interview scheduling, potential travel arrangements, and essential administrative workflows in the hiring process. You will also handle day-to-day administrative tasks across HR impacting a seamless employee experience throughout the employee lifecycle. If you thrive in a fast-paced environment, love solving logistical puzzles, and pride yourself on high attention to detail, this role is for you!

Key Responsibilities

• Coordinate and schedule high-volume, multi-stage interviews (phone, video, and in-person) across multiple time zones and complex team calendars.
• Serve as the primary point of contact for candidates and hiring teams regarding interview logistics, schedule changes, and general inquiries.
• Monitor interview schedules in real time, proactively troubleshooting last-minute calendar conflicts or delays.
• Partner with the recruiters across the team on administrative needs.

• Arrange end-to-end travel logistics for out-of-town candidates, including flights, hotels, and ground transportation.
• Provide candidates with detailed travel itineraries and clear instructions for their interview day.
• Collect and process candidate expense reimbursement reports in a timely manner.

• Maintain accurate records in our Applicant Tracking System (Avature) and HR database (Workday).
• Greet in-person candidates upon arrival and manage physical conference room setups
• Initiate candidate background checks and track completion status.
• Assist with onboarding logistics, as needed
• Provide light administrative support to the overall HR team to support projects in flight as well as day-to-day administrative needs that support the employee lifecycle.

This position is a 6-month contract to support a surge in hiring activity and to cover a leave of absence. There is potential for extension of the contract and potentially conversion to a permanent role, but that is not guaranteed at this time. The position has periodic onsite requirements at our locations in Kendall Square, Cambridge, MA.

Minimum Requirements

• At least a high school diploma or equivalent.
• At least 1 year of administrative, operations, or recruitment coordination experience.
• Proficiency with calendar management tools (Google Calendar) and cloud-based software.
• Superior time management and organization skills with a proven ability to prioritize competing tasks.
• Warm, professional written and verbal communication skills; a candidate-first mindset.
• Ability to handle confidential HR and candidate information with complete discretion.

Preferred Requirements

• Hands-on experience with Applicant Tracking Systems (e.g., Avature, Workday).
• Familiarity with travel management software (e.g., Concur) and ticketing systems (e.g. ServiceNow)

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.

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.