Senior Administrative Assistant, Stevens Lab

Description & Requirements

The Stevens Lab at The Broad Institute of MIT & Harvard is a dynamic and collaborative neurobiology laboratory performing cutting-edge research in a vibrant work environment.

This full-time position will involve assisting the Principal Investigator in managing their daily calendar and providing administrative support, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the PI.

Additionally, the Senior Administrative Assistant will assist the PI in scheduling and supporting collaborative meetings and coordinate travel and agendas.

The Senior Administrative Assistant must be highly organized, detail-oriented, and responsive, as well as a resourceful and analytical thinker who can work autonomously to anticipate needs, prioritize complexities, and think on their feet to allow the PI to move through a complex schedule with ease and efficiency.

This position will require confident and effective communication skills, as well as the flexibility and ability to handle a wide variety of activities and confidential matters with discretion. Job Posting Description

• Manage a complex schedule and active calendar for the Principal Investigator. Plan, coordinate, and communicate to ensure the PI’s schedule is streamlined and followed, working closely and effectively with the PI to keep them informed of upcoming commitments and responsibilities.
• Work collaboratively with the Stevens lab operations team, communicating priorities and conflicts and asking for help and clarification when needed Be highly organized and able to triage requests with the ability to understand what is most important and respond to requests quickly and accurately.
• Anticipate scheduling meetings and events based on priorities that are grounded in organizational context and notify the PI when situations or priorities change.
• Arrange detailed travel plans for PI’s work-related travel, including booking airline reservations and hotel accommodations according to PI’s needs, compilation of itineraries, and generation of agendas and documents for travel-related meetings.
• Manage a variety of highly personal and confidential communications and financial accounting.
• Process reimbursements using multiple financial platforms.
• Prioritize conflicting needs and handle matters expeditiously and proactively.
• Ensure follow-through on projects until successfully completed, often with deadline pressures, and with clear communication throughout.
• Plan, prepare, and organize logistics and administrative requirements for presentations, seminars, conferences and other special programs or events as needed.
• Schedule interviews, communicate with applicants, maintain related records, and assist in new hire onboarding.
• Schedule virtual / hybrid meetings, create links when not provided and occasionally record and / or take minutes.
• Performs general office duties including photocopying, filing, ordering office supplies, placing catering orders, and reserving space for meetings and events.
• Hybrid work - with the flexibility of 4-5 days onsite as needed.

Basic Qualifications

• Bachelor’s degree, with a minimum of 5 years of relevant experience providing senior leader-level administrative support, experience in biomedical research or education industries is a plus
• Confidence with significant calendar management; experience with large, collaborative work environments and complex meeting scheduling
• Proven ability to take initiative, determine priorities, communicate, and follow up
• Demonstrated ability to work on multiple projects simultaneously leveraging strong organizational skills and flawless attention to detail
• Excellent communication skills, both written and verbal
• Ability to operate independently, take initiative, exercise good judgment, and operate with discretion
• Ability to work in a fast-paced, fluid, and challenging environment
• Ability to recognize opportunities / gaps / obstacles, apply analytical and creative thinking to address issues or find innovative solutions, and see it through to completion by taking ownership and accountability.
• Professional confidence in own ability and demonstrated intuition as a result of experience working through complex situations / issues.

The Broad Institute will not offer sponsorship for this role.