Executive Assistant to Vice President of Science Leadership and Culture (Hybrid Schedule)
Full Time
Chevy Chase, MD 20815
Posted
Job description
Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815
HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.
Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters;
ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).
Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.
Please Note:
HHMI is focused on supporting and moving science forward in a variety of different ways ranging from conducting basic biomedical research, empowering educators, inspiring students, developing the next generation of scientists – even stretching into film and media production. Our Headquarters is in the greater Washington, DC metro area and is home to over 300 employees with expertise in investments, communications, digital production, biomedical sciences, and everything in between. The work housed here supports and augments the groundbreaking research conducted in HHMI labs across the nation. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working here are making a difference.
Summary:
In the fall of 2021, HHMI announced a
renewed commitment
to advancing racial, ethnic, and gender diversity in academic science. This summer, HHMI hired
Blanton Tolbert
, PhD as the inaugural Vice President of Science Leadership and Culture (VPSLC) to provide vision, leadership, and management for the Center for the Advancement of Science Leadership and Culture (CASLC) which will house:
-
Current and new HHMI programs at the undergraduate and graduate level, in which participating academic faculty, administrators, and students together work to transform the experience of science education.
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An initiative that better equips HHMI scientists to provide culturally aware mentorship.
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A curriculum that helps HHMI scientists grow their skills in lab management, values-based leadership, scientific rigor, and other valued subjects to maintain inclusive environments.
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Programs and activities that support and sustain an inclusive, equitable and diverse culture at HHMI.
To support Blanton in this exciting endeavor, HHMI is seeking an Executive Assistant (EA) to provide broad administrative support and run administrative operations for the CASLC. To be successful in this role you are collaborative, innovative, self-motivated, and able to balance multiple tasks in a fast-paced environment. You will act as the first point of contact for many internal and external inquiries while providing analytical and specialized administrative support to Blanton and the CASLC staff. The position will require the ability to use a high degree of tact in handling matters that are confidential in nature. Additional responsibilities and opportunities exist to lead and support critical projects as we build the department.
In this role, you will support:
-
VPSLC Calendar Management – Handle multiple calendars, prioritizing and coordinating complex scheduling, including internal and external meetings, conferences, professional engagements, and travel for the VPSLC.
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Correspondence Management – Compose and prepare correspondence, presentation materials and reports. Research, gather and analyze data from various resources to properly support the VPSLC communication efforts.
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CASLC Calendar/Event Management – Schedule and coordinate program timelines in designated calendar tools. Assist in planning special projects/events, including coordinating multiple presentations, disseminating information, and organizing team events.
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HHMI Board of Trustees and President’s Office Meetings – Collect and prepare information that VPSLC presents to the Trustees and president’s office meetings; collaborate with Office of General Counsel and Office of the President about deadlines and material needed for quarterly Trustees meetings, work with business solutions team to ensure presentations are appropriately supported.
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CASLC Budget and Invoices Oversight– Collect invoices and reconcile department pro-card charges. Ensure CASLC vendor invoices are approved and paid in a timely manner.
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Travel Requests/Expense Reimbursements – Manage travel arrangements for VPSLC and CASLC staff; prepare travel and expense reimbursements. Manage reimbursements for journal subscriptions, professional memberships and societies.
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Record Retention/Supplies/Housekeeping – Manage organizational systems to store critical departmental documents in adherence with records retention requirements. Order and maintain office supplies and resolve housekeeping and facilities issues, as necessary.
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HHMI Visitors Support – Assist with planning and scheduling visitor meetings with VPSLC and CASLC staff.
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Coordinate special projects and activities as assigned.
Education & Experience:
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Bachelor’s degree, preferably in business administration or other related field or a combination of education and related experience.
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Eight years of administrative experience with a proven track record of providing support at an executive level.
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Proficient with Microsoft Office 365 (e.g., PowerPoint, Word, Excel, Outlook, Teams, etc.) and other efficiency tools such as Concur, Zoom, Ariba, etc.
Skills & Abilities:
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High degree of emotional intelligence as exhibited through excellent interpersonal skills, self-awareness, and the ability to work collaboratively.
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Excellent independent judgment, decision making, and problem-solving skills.
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Excellent organizational skills with the ability to plan and prioritize tasks with limited supervision and to meet deadlines in a timely manner.
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Excellent verbal and written communications skills.
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Excellent attention to detail and follow-through.
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Ability to communicate effectively with all levels of staff both inside and outside HHMI.
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Ability to handle sensitive and confidential information.
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High ethical standards.
Physical Requirements:
Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters;
ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet).
Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.
Please Note:
This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.
Compensation and Benefits
Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our
Benefits at HHMI
site to learn more.
HHMI is an Equal Opportunity Employer
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