Executive Assistant (Research) (Finance)

Overview

The Executive Assistant would provide executive assistance and administrative support for the Chief Scientific Officer and members of the Section on Vascular Cell Biology. This role must be able to handle many requests independently, prioritize activities, and be capable of handling many projects simultaneously.

This role is hybrid (4 days onsite and 1 day remote), Monday-Friday, generally 7:30-4:30.

As a health care organization, we have the responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. We require that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment.

Responsibilities

This position's responsibilities and duties related to the Executive Assistant role can be divided into two areas: executive secretarial and administrative.

As an Administrator, responsibilities and duties include: meeting and conference planning, Center-wide grant and Foundation applications; act as a liaison between the Chief Scientific Officer and the Office of Sponsored Research/Joslin Laboratories, informal research seminars, formal seminar series (including 4 major lectures), annual staff function(s), and end of year banquet for all of Research. In addition, this position has direct interaction with all facets of Joslin (including the office of the CEO and the Board of Trustees), institutions in the Harvard Medical School area, national and international collaborators and pharmaceutical companies.

As an Executive Assistant, the responsibilities and duties include: daily correspondence, travel arrangements, correspondence composition, fellowship grant applications, manuscripts, coverage for other administrative assistants (if necessary), telephones, opening, sorting and replying to both interoffice and outside mail, scheduling calendar events/meetings, and miscellaneous items including contact with other Investigators within the Longwood Medical Area.

Key tasks the EA is responsible for are:

• All calendar management and scheduling for the CSO.
• Travel arrangements and all items related to travel, such as booking flights, accommodations, drafting itineraries, etc.
• Organizing several significant meetings and prepare required announcements, agendas, materials. Set up the conference room, load presentations, order and set up lunch if applicable.
• Monthly expense reports for use of the corporate card and submission to Fiscal.
• Completion and submission of important paperwork for the CSO including renewals for memberships, licenses, and credentials.
• Assisting with manuscript reviews through scientific journals.
• Reimbursements for CSO and lab members.
• Lead, facilitate, and participate in significant projects or events within the Research Divison. Assisting with resolving IT issues or requests by contacting the service desk and entering tickets as necessary. Follow up as needed.
• Contacting Facilities with any maintenance issues or requests, and following up as necessary.
• Keeping the CSO on track and on schedule as it pertains to meetings, tasks, and deadlines.
• Other misc. tasks, projects, and daily items that come up for the CSO or Research.

General office responsibilities include: maintenance of office equipment, i.e. Toshiba Studio 353 photocopier and fax machine and HP Color Laserjet 3600 printer; ordering office supplies, and keeping electronic equipment up-to-date.

Qualifications

• Bachelor's degree or commensurate experience
• Minimum 5 years of progressively responsible professional administrative business experience
• Excellent written and verbal communication skills
• Advanced knowledge of the Microsoft Office including
• Word, Excel, PowerPoint, Access and Outlook
• Strong working knowledge of other computer software packages such as
• Freelance and Reference Manager.
• Dictaphone transcription (preferred)
• Knowledge of intermediate computer networking and ability to learn new
• Software quickly
• Professional demeanor
• Knowledge of medical terminology preferred
• Knowledge of laboratory terminology helpful
• Ability to interact with postdoctoral fellows/staff including visiting and international workforce members