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.
This position does not supervise any employees.
This position does not manage a budget.
Bachelor’s degree, or equivalent job experience.
Minimum three (3) years of experience in an administrative support role for multiple individuals.
Experience in a biomedical research environment beneficial.
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.