Executive Assistant, Office of the President

    • Chevy Chase, MD

Howard Hughes Medical Institute (HHMI) is an independent, ever-evolving philanthropy that supports basic biomedical scientists and educators with the potential for transformative impact. We make long-term investments in people, not just projects, because we believe in the power of individuals to make breakthroughs over time. HHMI scientists have radically advanced the understanding of cells, the brain, the immune system, the development of organs, and how to treat many diseases. Founded in 1953 by aviator and industrialist Howard R. Hughes, HHMI is headquartered in Chevy Chase, Maryland, and employs more than 2,500 people across the U.S.

At HHMI, you are not just an employee - you are a part of a creative and talented team with colleagues whose expertise ranges from biomedical research to investment management, from information technology to law. We encourage collaborative and results-driven working styles and offer an adaptable environment where employees can function at their highest level. As HHMI scientists continue to push boundaries in laboratories and classrooms, you can be sure that your contributions while working at HHMI are making a difference.

Summary:

As a mission-focused position, this role will provide complex and confidential administrative support directly to the HHMI President as well as providing ancillary support to three senior members of the Office of the President. This role requires an ability to navigate various programs and operational needs across the Institute, as well use independent judgment regarding administrative issues impacting the Office of the President and its members. The Executive Assistant (EA) will be required to navigate complex matters, as they arise, and to interact effectively with senior personnel and key external partners.

Essential Duties and Responsibilities:

  • Provide broad executive-level administrative support to the members of the Office of the President involving the handling of sensitive and private Institute information.
  • Compose and prepare correspondence, documents, presentation materials and reports. May involve researching, gathering and analyzing data from various resources to properly support the members of the Office of the President.
  • Manages the calendar and coordinates complex scheduling, including internal and external meetings, conferences, professional engagements, and travel for the President. May provide similar support to members of the Office of the President, upon request.
  • Acts as the main point of contact for Office of the President. Exercises discretion while managing requests for information and access.
  • Establishes and maintains confidential files and records. Performs general administrative duties.
  • Perform other duties and coordinates special projects and activities as assigned.
  • Prepares, executes and manages expenses for the President. May provide similar support to members of the Office of the President, upon request.
  • Coordinates and ensures proper execution of a variety of meetings involving senior personnel and key external partners.
  • Manages and supervises travel for the Board of Directors and the Medical Advisory Board (MAB).


Qualifications

Education:

  • Bachelor's degree or equivalent related experience


Experience:

  • Seven to ten years previous executive administrative experience supporting senior personnel
  • Project management experience strongly preferred
  • Proficient with Microsoft Office suite programs


Skills and Abilities:

  • Excellent interpersonal skills and the ability to handle sensitive and confidential information
  • Advanced computer skills, including Microsoft Office; Outlook, PowerPoint, etc.
  • Strong verbal and written communications skills
  • Excellent organizational skills with the ability to plan and prioritize tasks with limited detailed supervision and to meet frequent deadlines in a timely manner
  • Proven proofreading skills and the ability to check documents for accuracy
  • Excellent independent judgment and decision-making skills
  • Ability to identify problems, generate and evaluate alternatives, and coordinate resolutions to administrative problems to ensure the accomplishment of critical objectives
  • Ability to communicate effectively with all levels of management both inside and outside HHMI. Ability to interact professionally and independently with other executives.


HHMI is an Equal Opportunity Employer.

As a note for job seekers: We are thrilled by your interest in our organization. Please be aware that HHMI's recruitment team will never contact you from an email that does not end in @hhmi.org, @janelia.org, or @janelia.hhmi.org and we will never ask you to participate in a Google Hangouts activity. Your best option for consideration in our career opportunities is to apply directly via our HHMI Careers site, which is accessible via www.hhmi.org/Careers. There, you will learn more about HHMI and can find information about our available roles.

The Howard Hughes Medical Institute advances biomedical research and science education.

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