SUMMARY:
Under the direct supervision of the executive assistant, office of the executive director, this position provides a wide variety of high-level administrative support to the heads of Janelia’s scientific programs, and to the executive director (as needed); working collaboratively with scientific and operational staff, directors, and visitors, to ensure the optimum efficiency and effectiveness of Janelia leadership.
SKILLS AND ABILITIES:
- Understands, supports and adheres to HHMI’s policies, philosophy, and procedures.
- Adherence to the highest ethical standards working with sensitive information with absolute discretion; ability to maintain the confidentiality of information.
- Excellent attention to detail. Ability to proofread and edit with laser-focused eye for accuracy and quality.
- Highly dependable, proactive, and with a positive “can-do” attitude.
- Excellent interpersonal, organizational, and time management skills.
- Ability and willingness to handle a variety of tasks across a broad range of areas, and to learn new areas quickly.
- Ability to communicate information and ideas effectively, orally, and in writing, with individuals at all organizational levels.
- Ability to prioritize workload, set deadlines independently, and complete projects effectively.
- Ability to use good judgment in showing initiative, critical thinking, and flexibility.
- Proficient at MS Office suite applications; experience with software such as Adobe preferred.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Scheduling and coordinating internal and external meetings, agendas, and teleconferences for heads, visitors, and the executive director (as needed).
- Assist with maintaining multiple, detailed, office calendars.
- Maintain electronic files and database for program heads, and locate information promptly.
- Maintain distribution lists.
- Draft letters and correspondence for heads as needed.
- Coordinate and manage special projects for heads, as assigned.
- Liaise with heads’ lab coordinators to efficiently support the varied and intersecting needs of heads, dividing responsibilities appropriately.
- Liaise with HHMI Travel department to plan, schedule, and coordinate business travel for heads as required, and related to administrative and program leadership roles.
- Coordinate annual reviews of Group Leaders for Janelia program heads.
- Schedule and arrange special morale events and celebrations; liaising with campus services, and AV support.
- Process and monitor orders to include requisitions, honorariums, and invoices.
- Assist Executive Assistant, Office of the Executive Director, with logistical aspects of Janelia Advisory meetings.
- Assist Executive Assistant with coordinating and scheduling Computation and Theory, Machine Tools and Imaging, Mechanistic Cognitive Neuroscience area seminars.
- Collaborate with the Senior Network Engineer to manage and update the Janelia telephone directory.
- Prepare and process expense reports and submittals.
- Make meeting and guest house reservations.
- Provide building tours for visitors.
- Remain flexible, to handle a variety of tasks, and to adjust to changing priorities.
- Utilize internal resources and interaction with all levels of the organization.
- Provide backup support to the executive assistant, including supporting the executive director in the executive assistant’s absence.
- Assist with seeking ways to accomplish the functions of the office of the executive director, with greater efficiency.
- Maintain supplies for the first-floor pantry east.
- General office duties, such as printing, copying, mailing, etc.
SCOPE:
- This position does not supervise any employees.
- This position does not manage a budget.
QUALIFICATIONS:
EDUCATION:
- Bachelor’s degree, or equivalent job experience.
EXPERIENCE:
- Minimum three (3) years of experience in an administrative support role for multiple individuals.
- Experience in a biomedical research environment beneficial.
PHYSICAL REQUIREMENTS:
- Occasionally lifts and/or carries objects weighing up to 10 pounds
- Occasionally stoops and bends
- Occasionally reaches and grasps with arms and hands
- Work is performed in a normal office environment where there are relatively few physical discomforts due to dust, dirt, noise, and the like.
HHMI IS AN EQUAL OPPORTUNITY EMPLOYER.
Required Skills
Required Experience