Administrative Assistant II Research Neurology

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.

• Work closely with the PI and Program Director to manage a 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 video conference 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 Fed Ex 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.

• Bachelor's degree
• Minimum 2 years of comparable level administrative support experience required

Can this role accept experience in lieu of a degree? No

• Administrative Assistant or Secretarial Experience 2‑3 years required

• 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

Does this position require Patient Care (indirect/direct)? No

The Brigham and Women's Hospital, Inc. is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.