Senior Administrative Assistant at Broad Institute in Cambridge, Massachusetts

Posted in Other 8 days ago.

Job Description:

Job Description

General Summary

The Stevens Lab is a dynamic and collaborative neurobiology laboratory doing cutting edge research in a vibrant work environment. This full-time position will involve assisting the Principal Investigator in managing her daily calendar and providing administrative support, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the PI. The Senior Administrative Assistant must be a creative thinker who anticipates needs and can think on their feet to allow the PI to move through a fast-paced, complex schedule with ease and efficiency. The Senior Administrative Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The Broad Institute is an incredible place - we apply our deep knowledge of human genetics to empower a revolution in biomedicine and accelerate the pace at which the world reduces the burden of disease. This position offers an opportunity to gain technical skills and experience in a wide range of areas while supporting cross-functional teams. Currently, most administrative employees are working remotely. This position will be remote until at least June 30, 2021. Beyond that, this role may be suitable for hybrid work for the foreseeable future.

Principal Duties

  • Manages a complex schedule and active calendar for the Principal Investigator. Plans, coordinates and ensures the PI's schedule is followed, working closely and effectively with the PI to keep her informed of upcoming commitments and responsibilities.

  • Anticipates meetings that need to be scheduled and events based on priorities that are grounded in organizational context, acting as a barometer, having a familiarity with the issues taking place in the environment and keeping the PI updated.

  • Schedules in-person and virtual meetings, create links when not provided and occasionally records and/or take minutes.

  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the PI. Determines appropriate course of action, referral or response.

  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and ensures follow-through on projects through successful completion, often with deadline pressures.

  • Manages a variety of highly confidential communications.

  • Processes reimbursements using multiple platforms.

  • Schedules interviews, communicates with applicants, compiles and maintains related files and records and assists in hiring and new hire onboarding.

  • Plans, prepares and organizes logistics and administrative requirements for presentations, seminars, conferences and other special programs or events.

  • Arranges detailed travel plans- books airline reservations and hotel accommodations, and compiles itineraries, agendas and documents for travel-related meetings.

  • Performs general office duties including photocopying, filing, placing catering orders, and reserving space for meetings and events.

  • Plans dates, coordinates invitations and tracks responses, determines venue, coordinates materials

  • Assists with design of marketing materials and publicity

  • Coordinates logistics on-site during event or program

  • Provides support at events

  • Assists with budget management related to food and travel expense

  • Prepares, routes, tracks administrative forms and documents. Routes materials for authorizations, monitors receipt by final destination.

  • Provides support at events

  • Greets guests and visitors.

Basic Qualifications

  • Completion of an Associate's degree; Bachelor's degree preferred

  • Minimum three to four years of relevant experience required.

  • Proven ability to take initiative, determine priorities and exercise good judgment

  • Ability to recognize opportunities/gaps/obstacles, apply analytical and creative thinking to address issues or find innovative solutions and see through to completion by taking ownership and accountability.

  • Professional confidence in own ability and demonstrated intuition as a result of experience working through complex situations/issues.

  • Excellent interpersonal skills, flexibility to accommodate different situations and requirements

  • Demonstrated ability to work on multiple projects simultaneously leveraging strong organizational skills and careful attention to detail, recognizing value and impact of the results

The Broad Institute will not offer visa sponsorship for this opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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