Administrative Support Summary Specializes in providing administrative and secretarial support as directed and under moderate supervision for the PI and administrative staff. This job requires excellent organizational skills. Responsibilities may include coordination and scheduling, supplies and equipment ordering, meeting minutes, correspondence, Answer and transfer phone calls, prepare spreadsheets and presentations. Manage schedules, coordinate travel, conference calls, payroll and transcription. This is an intermediate-level support role. Essential Functions - Work closely with the PI and Program Director to manage very busy business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize trans-continental meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members. - Coordinate extensive domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork. - Process travel expenses and invoices. Track all invoice activity, including generating purchase orders and following up on unpaid invoices. - Coordinate arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement. Coordinate on-site arrangements for conferences/meetings as directed. Coordinate catering for meetings and special events as required. - Assist Program Director in preparing grants applications and progress reports. - General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required. - Organize, maintain and develop office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office. - Serve as back up to the Program Director, as well as other administrative team members, as required. - Keep the lab website updated. - Other duties and special projects as assigned. - Remain knowledgeable of business unit policies. - May make contacts of a sensitive, complex, and confidential nature. - Completes routine tasks under moderate supervision. - Complies with all policies and standards. - Performs other duties as assigned Qualifications: Education - Bachelor's degree Minimum 2 years of comparable level administrative support experience required Can this role accept experience in lieu of a degree? No Experience Administrative Assistant or Secretarial Experience 2-3 years required Knowledge, Skills & Abilities: - Excellent organization, communication and interpersonal skills a must - Mature and professional manner, discretion and confidentiality a must - Good writing skills including knowledge of grammar as well as spelling and punctuation - Ability to prioritize in order to meet deadlines - Ability to carry out responsibilities accurately and independently - Proficiency in Microsoft Office Software packages; Canva (or equivalent); basic website editing skills - Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing Additional Job Details (if applicable): Remote Type Onsite Work Location 60 Fenwood Road Scheduled Weekly Hours 40 Employee Type Regular Work Shift Day (United States of America) Pay Range $18.22 - $26.06/Hourly Grade 3 At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package. The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.