Executive Assistant

Overview:

This role reports to the IIRC Program & Strategy Director, Research Administration, and is primarily on campus with option of working from home 1 to 2 days a week.

Responsibilities:

• Provide executive/administrative support and core administrative functions including complex calendar management, complex scheduling and detailed meeting preparation, using critical judgment to determine meeting priorities.
• Provide communication support, such as drafting, reviewing, editing, managing revision process of a variety of correspondence and reports.
• Team support on collaborative projects and events (seminars, retreats, recruitment); cross-training/cross-coverage with team members in order to cover each other's duties.
• Coordinate conference booking and event management using internal systems and external venues.
• Support business travel including, but not limited to, researching flight availabilities, securing hotel and airline reservations, securing local transportation accommodations, developing schedules and itineraries for travel.
• Manage budgets associated with program projects and lab, organizing financial items requiring review and approval, and ensuring they are being handled in a timely manner.
• Process invoices, reconcile procurement card expenses, prepare reimbursement documentation.
• Compile data and prepare presentation materials in MS PowerPoint or other applications for consideration and presentation by directors.
• Concurrently develops/implements/coordinates/tracks multiple programs, projects and procedures.
• Manage accreditation and professional documents including, but not limited to, professional CVs, bibliography, NIH biosketches, manuscripts, professional memberships, licensure, etc.
• Support on-boarding and off-boarding activities for employees who are joining or departing the lab/team. Ensure new employees receive all the information and access they need to successfully integrate into the lab/team.
• Assist in maintaining the lab website on a regular basis.
• Liaise with IRC and TST administrators so that inquiries and needs are resolved appropriately.
• Other tasks as assigned.

Qualifications:

MINIMUM QUALIFICATIONS:

• Undergraduate degree or equivalent experience.
• Minimum of 5+ years’ administrative support experience.
• Advanced proficiency in Microsoft Office Suite, MS Teams, Office 365, and Adobe Acrobat on various platforms.
• Experience with virtual meeting platforms such as Zoom and MS Teams.
• Comfort in learning new technologies as to become proficient in desktop systems/internal software necessary to successfully perform assigned tasks.
• Experience with procurement, budgeting and/or project management software tools.
• Must be organized and have strong attention to detail and quality of work.
• Experience in meeting coordination, scheduling, and planning.
• Ability to identify and take advantage of new opportunities, best practices, and potential partnerships.
• Ability to work independently, prioritize effectively, proactively plan, problem-solve and meet goals in a deadline-driven environment.
• Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship building skills and resiliency.
• Curiosity and proactive learning mindset.
• A “Self-starter” mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and organization.
• Strong communication skills, verbal and written.

PREFERRED QUALIFICATIONS:

• Experience working in an academic or research setting.

Our Commitment to Diversity: We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to Human Resources at hrops@fredhutch.org or by calling 206-667-4700.