Executive Assistant, Cancer Program in Cambridge

We are seeking a candidate who will provide high-level administrative support to a Core Member of the Broad Institute, including the laboratory staff and the Cancer Program, as needed. The incumbent must represent the supervisor and the program with tact, diplomacy, discretion, and good judgment in a professional, polished, and mature manner.

This role involves interactions with all levels of management at the Broad Institute, external academic scientists and practicing physicians throughout the world, as well as interactions with professionals in the venture, biotech, and pharmaceutical communities.

Primary Responsibilities:

The incumbent must manage with minimal supervision concurrent assignments with competing priorities in an intermittently fast-paced environment, including:

Scheduling:

• Manages the supervisor’s calendar, including finding, preparing, organizing, printing, and collating documents and other background information in advance of meetings
• Attends specific meetings for the purpose of taking meeting minutes

Travel:

• Coordinates and schedules complex domestic and international travel for the supervisor and for conference travel for laboratory members
• Manages expenses, including preparing and submitting expense reports and monitoring approval flows related to travel and other expenses of the supervisor, lab members, invited speakers, and consultants.
• Familiarity with travel guidelines and how to generate reimbursements for travel-related expenses.

Communications:

• Manages the supervisor’s regular communications with internal and external colleagues and partners, per manager’s request
• Reads standard or electronic mail, highlights actions or important items, and attaches relevant files or information for review.
• Composes basic/routine documents. Prepares and proofreads technical reports, grant-related material, letters of reference and/or other special topics.

Meeting and Event Coordination:

• Coordinates the planning and execution of important events such as laboratory and program/platform meetings, symposia, grantee meetings, retreats, and workshops.
• Organize the schedules of visits and interviews for candidates seeking to join the research group.
• Organize weekly laboratory science meetings.
• Meetings and processes linked to the performance evaluation cycle, such as organizing peer feedback and review meetings with direct reports of the Director.
• Planning and coordinating offsite laboratory events and meetings within a budget, including organizing videos and conference calls
• Assists in the planning and coordination of meetings, seminars, conferences, consortia, and special events related to Broad and/or a specific program.
• Selects menus, arranges for room setup for on-site and off-site meetings; and arranges for hotel accommodations.
• Handles occasional personal appointments for the supervisor.
• Supports the Broad’s administrative professional community through teamwork, including but not limited to timely response and occasional assistance in large group events.