Administrative Coordinator - Boston Area

Administrative CoordinatorHHMI 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.We are always open to finding self-motivated and highly organized Administrative Coordinator candidates for potential opportunities within our labs in the greater Boston area.The best candidates will be passionate about providing top notch administrative support for our Investigators and helping to foster a warm and welcoming lab environment. A keen eye for details and desire to provide excellent customer service are vital for success, and this role is best fit for someone who is a self-starter and proactive in their support style.Applications are accepted on a rolling basis. You will be contacted by a member of our Recruitment team if your skills and experience appear to be a match when a role opens.Principal Responsibilities:Provide administrative support for the HHMI InvestigatorManage the calendar and coordinate complex scheduling, including internal and external meetings, conferences, professional engagements, and travel for the InvestigatorCoordinate domestic and international travel arrangements and prepare detailed travel itinerariesOrganize weekly laboratory meetings, special seminars, and laboratory outingsAssist with correspondence management, presentation development, and be a resource for reviewing and proofreading documents from draft formWork with researchers on visa and academic appointment issuesOrder office supplies and reconcile monthly purchasing card expensesAssist lab staff with onboarding requirements and HMS appointmentsCoordinate letters of recommendationProcess and track reimbursements from multiple sources for Investigator, laboratory members and visiting scientists through multiple systemsKeep laboratory website updatedServe as a liaison between investigator and various administrative officesHandle phone calls, screen and greet visitorsRequired Skills:B.A./B.S. or equivalent years of education and experienceMinimum of 5 years of high-level executive supportPrior experience with sophisticated, detailed travel support a strong plusAbility to assess rolling tasks in a fast-paced lab and prioritize accordinglyExcellent written, verbal, and interpersonal communication skills and the ability to use good judgment in working independently, showing initiative, and responding to inquiriesAbility to work both independently and as part of a team, manage time, and show initiativeCustomer service approach and dedication to HHMI's mission and the lab's goalsStrong digital literacy, including demonstrated proficiency with Mac or PC as well as Microsoft Office applicationsPhysical RequirementsRemaining 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.Hiring Pay Range:Administrative Coordinator – $71,940.00 - $90,000.00Pay Type : SalaryThe posted range reflects HHMI's good faith estimate of the anticipated hiring salary range for this role at the time of posting. Actual hiring compensation is determined by a candidate's qualifications, experience, and internal equity.Compensation and BenefitsOur 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.HHMI is an Equal Opportunity Employer We use E-Verify to confirm the identity and employment eligibility of all new hires.