Administrative Coordinator - Boston Area

HHMI is focused on supporting and moving science forward through basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists, and extending into film and media production. Our Headquarters in the greater Washington, DC metro area supports groundbreaking research conducted in HHMI labs nationwide. We are seeking self-motivated and highly organized Administrative Coordinator candidates for potential opportunities in our labs in the greater Boston area.

About the role

The ideal candidate will be passionate about providing top-notch administrative support for our Investigators and fostering a warm, welcoming lab environment. A keen eye for detail, excellent customer service, and a proactive support style are vital for success.

Responsibilities

• Provide administrative support for the HHMI Investigator
• Manage the calendar and coordinate complex scheduling, including internal and external meetings, conferences, professional engagements, and travel for the Investigator
• Coordinate domestic and international travel arrangements and prepare detailed travel itineraries
• Organize weekly laboratory meetings, special seminars, and laboratory outings
• Assist with correspondence management, presentation development, and review/proofread documents from draft form
• Work with researchers on visa and academic appointment issues
• Order office supplies and reconcile monthly purchasing card expenses
• Assist lab staff with onboarding requirements and HMS appointments
• Coordinate letters of recommendation
• Process and track reimbursements from multiple sources for the Investigator, laboratory members, and visiting scientists through multiple systems
• Keep the laboratory website updated
• Serve as a liaison between the investigator and various administrative offices
• Handle phone calls, screen, and greet visitors

Requirements

• B.A./B.S. or equivalent years of education and experience
• Minimum of 5 years of high-level executive support
• Prior experience with sophisticated, detailed travel support (a strong plus)
• Ability to assess rolling tasks in a fast-paced lab and prioritize accordingly
• Excellent written, verbal, and interpersonal communication skills
• Ability to use good judgment in working independently, showing initiative, and responding to inquiries
• Ability to work both independently and as part of a team, manage time, and show initiative
• Customer service approach and dedication to HHMI's mission and the lab's goals
• Strong digital literacy, including demonstrated proficiency with Mac or PC as well as Microsoft Office applications

Physical Requirements

• Remaining 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, including moving 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.

Pay

Administrative Coordinator – $66,220.00 (minimum) - $82,800.00 (midpoint) - $107,580.00 (maximum) annual salary. HHMI’s salary structure is developed based on relevant job market data. Offers typically fall between the minimum and midpoint, considering education, experience, skills, and internal equity.

Benefits

• Exceptional health benefits
• Retirement plans
• Time off
• A range of recognition and wellness programs

Visit our Benefits at HHMI site to learn more.