Administrative Assistant II

Organization: 
Broad Institute
Job Location: 
Cambridge, MA
Job Description: 

Works as part of an administrative team, reporting to the Assistant Director of the Stanley Center for Psychiatric Research, to accomplish tasks in fulfillment of the Center’s mission. Under minimal supervision, performs complex and diverse duties while providing comprehensive administrative support to the Center. Executes tasks to assure optimal daily operational functions and to achieve short- and long-term goals. Anticipates and initiates actions regarding office operations which require knowledge of the Institute and other departments. Functions as a high-level individual contributor or coordinator of multiple projects.

Characteristic Duties

Personnel Support
- Works with HR and manager to implement and track all Broad affiliate appointments for the Center. Orients new affiliates to the relevant people and resources for them within the Center. Maintains a database of Center members, affiliates and contacts (200+), including updating various email lists.

Scheduling
- Schedules and maintains calendars for Stanley Center leadership. Schedules appointments and group meetings per direction of manager, which may require coordination with other internal and external sources. Schedules interviews for prospective candidates.

Travel Coordination
- Makes complex domestic and international travel arrangements including flight, hotel and rental car for visitors, members, and affiliates. Maintains files on preferences, past itineraries and other travel related materials. Generates reimbursement for visitors, travel, meetings, and other expenses incurred by the Center staff.

Meeting and Event Coordination
Coordinates a variety of complex meetings, seminars, conferences, and special events related to the Center, including the biweekly Stanley Center Seminar Series, annual scientific advisory board meeting and biennial symposium. Communicates with internal and external speakers/ guests. Makes room reservations and arranges for catering as appropriate. Produces and disseminates materials as appropriate.

Coordinates with external sources to accomplish activities of limited complexity, such as obtaining bids from vendors; selecting menus and arranging for room setup for on-site and off-site meetings; and arranging for hotel accommodations for group visitors. Coordinates with Facilities and Communications/Events to make sure appropriate equipment/technology have been set up.

Website Maintenance
- Maintains and updates content for the Center’s internal and external websites.

Correspondence
Manages and files correspondence of both paper and electronic form. Per manager’s request, sorts, distributes, and/or reads standard or electronic mail, highlights actions or important items and attaches relevant files or information for review. Composes basic/routine documents. Obtains literature references for Director and other Center staff as needed. Prepares and proofreads technical reports, grant related material, manuscripts and/or other special topics. Prepares documents for courier and other mail carriers.

Publications
- Helps to prepare the Center’s annual scientific report, a ~100 page report with executive and research summaries and publications.

Telephone
- Screens calls for the Center’ s leadership as appropriate and responds to non-routine questions, demonstrating the ability to explain in detail effectively. Regularly gathers basic verbal information from (or makes verbal request of) all levels of employees and/or outside vendors, customers or other external parties.

General Coordination
- Coordinates with other administrative and clerical support staff within own area or throughout the organization to accomplish routine activities, such as ordering supplies, obtaining approvals, arranging for document duplication and equipment repair.

Financial and Operations
- Understands administrative services, policies and procedures. Implements travel guidelines and generates reimbursements for travel related expenses. Understands catering guidelines, vendors and budgets related to food expense. Will be responsible for updating catering budget and monitoring expenses.

Sponsored Research
- Maintains biographical sketch/CV for manager and other staff as directed. Works in collaboration with the Sponsored Research Team to compile data and resources needed for grant applications and maintenance.

Training
- Increases knowledge throughout year by participating in offered training and tutorials.

Other Responsibilities
- Performs other duties as assigned by manager.
- Provides back-up support to the Sr. AA of the Stanley Center and other organizational AAs.
- Participates in on-boarding and training process for new administrative staff as assigned.

- Bachelor’s degree required
- Minimum of three to five years relevant work experience in a professional administrative support position, with experience in an academic or research environment preferred.
- Excellent written and verbal communication skills.
- Highly organized with a strong attention to detail and accuracy.
- Must be able to work independently and take initiative.
- Ability to interact effectively with all levels of Institute staff; must be a team player.
- Strong computer skills with knowledge of Microsoft Office (Word, Excel, PowerPoint) and comfortable learning new software and technology. Experience with graphic design and website maintenance preferred.

The Broad Institute will not offer visa sponsorship for this opportunity.

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