***Local candidates only, this is on-site 3 days per week in Boston, MA***
Up to $27/hr depending on experience
Administrative Assistant
5-6 months
Start 10/21
Why open: Maternity leave. Supports a senior Researcher with general administrative tasks, including Email correspondence, Schedule meetings & zooms, Help complete grant applications, Type letters of recommendation, Type travel agendas, Process travel expenses, use MS Office & Adobe.
Must haves:
-3+ years of administrative experience in an office setting
-Has done work to support an executive (like scheduling & expenses)
-MS Office
Preferred:
-Bachelor degree
-Healthcare / clinical / medical / research industry
-Adobe (for diagrams & figures)
Job Description:
The Administrative Assistant provides administrative to a senior faculty member Principal Investigator (PI) managing a large laboratory research program. This individual will report directly to the PI and work closely with PI's Laboratory Manager, Grants Management Specialist, and Department Administrator.
Responsibilities:
Close communication with PI, including twice weekly one-on-one check-in meetings. Attend weekly meetings with department grants office, quarterly financial review meetings, and quarterly meetings with Philanthropy
Schedule meetings on behalf of PI, including polling for availability, setting up Outlook/Zoom holds, and reserving conference rooms.
Email, general correspondence, and preparing letters of recommendation, grant applications, and academic journal articles.
Maintain biosketches, CVs, and other reference documents.
Perform general office duties such as typing, data entry, filing, copying, scanning, faxing, sorting mail, answering phone and greeting visitors, maintaining tidiness of office area, ordering office supplies, and facilitating maintenance of equipment.
Assist PI with peer review processes for grant applications and academic journal articles, as needed.
Prepare monthly Pcard reconciliations. Prepare and process expense reports, travel reimbursements, and requests for vendor payments.
Coordinate travel arrangements for PI, laboratory personnel, postdoctoral candidates, and visiting speakers, as needed.
Facilitate academic and hospital appointment processes, maintenance of licenses, academic society memberships/dues, credentialing and certifications, as needed.
May be responsible for the planning and preparation of conferences/retreats, which includes booking the venue, coordinating speakers, arranging audiovisual equipment, and ordering food services.
Perform duties related to other special projects as needed.