Office Manager

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815

Current HHMI Employees, click here to apply via your Workday account.

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.

• Central, Trusted Role: In a highly visible position, support senior leadership across communications, strategic project and change management, and external relations, contributing to the smooth operation of HHMI's strategic and communications functions.
• Diverse Responsibilities: Engage in a wide range of administrative and operational duties-from scheduling and budgeting to procurement, event coordination, and contract management-ensuring each day brings variety and purpose.
• Collaborative Culture: Work closely with dynamic teams across departments and serve as a key liaison between internal stakeholders and external partners in a collegial, mission-driven environment.
• Professional Development: Strengthen your skills in executive support, project coordination, and organizational operations while gaining insight into the inner workings of a world-class nonprofit research institute.
• Competitive Total Rewards Package: Comprehensive healthcare, generous retirement contributions, paid leave, and additional programs that support well-being and professional development.

• General. Provide high-level executive support to the Senior Director, Integrated Communications and Marketing, the Senior Director, Strategic Project and Change Management, and the Director, Leadership Communications and External Relations, anticipating their needs, and providing relief from administrative details.
• Contract Management: Monitor and facilitate the process for contracts for all three departments, both new and renewals, by maintaining a central database, ensuring as-needed access, monitoring upcoming actions, and coordinating the review and acceptance process.
• Procurement: Place orders for equipment, software, and services; interact with various managers and staff to ensure timely delivery and monitor and facilitate usage.
• Budget Planning: Manage annual fiscal year budget planning. Complete and deliver to finance the required budget documentation. Partner with each department leader to ensure clear, consistent budget reporting. Provide budget forecasts and other requested information as needed throughout the fiscal year.
• Invoice and Purchase Order Management: Handle purchase orders and invoices associated with purchases to ensure accuracy and timeliness in payment. Provide reconciliation support for P-card transactions.
• Calendaring & Scheduling. Manage and coordinate schedules, including internal and external meetings, conferences, professional engagements, and travel. Schedule work meetings, training, and other events for leaders and staff.
• Event Management. Plan, schedule, and execute inter- and intra-departmental social events aimed at team building, communication, and collaboration. Handle event logistics, including scheduling, presentations, food arrangements, and agenda/activity planning. Act as the meeting host and facilitator.
• Triage incoming queries. Act as an information resource for internal and external customers, using judgment to determine the immediacy and relative importance of the issue at hand and decide on and take appropriate action. Respond to a broad range of questions and requests from callers and direct them as appropriate. Manage the "Contact Us" mailbox at hhmi.org.
• Filing. Perform general administrative duties such as making copies, filing, maintaining logs, and manuals. Establish and maintain highly confidential files and records. Ensure that files are well organized, and materials are always readily available.

• Bachelor's degree or equivalent, or related experience.
• 8 to 10 years of previous professional experience working for senior and mid-level managers.
• Proven track record of successful office and administrative management experience handling similar duties.
• Prior experience working in a Communications department is preferred for knowledge of basic contract and procurement activities.
• Ability to multitask and balance multiple projects, priorities, and deadlines, working with multiple principals.
• Self-starter and fast learner with the ability to "hit the ground running".
• Excellent computer skills, including facility with or ability to master Microsoft O365 (SharePoint, Outlook, Word, PowerPoint, Excel), accounting systems, purchasing systems, etc.
• Ability to maintain confidentiality and exercise absolute discretion while working with sensitive information across multiple departments.
• Excellent verbal and written communication skills.
• Excellent proof-reading skills and the ability to check documents and websites for accuracy, clarity, and consistency.
• Ability to be aware of the "big picture" and provide the necessary information and detail to support those who rely on you.
• Ability to flexibly adjust to changing priorities and still operate effectively in a fluid environment.
• Excellent independent judgment and decision-making skills, consistently demonstrating tact and diplomacy.
• Ability to communicate effectively with all levels of management, both inside and outside HHMI. Ability to interact professionally and independently.
• Ability to gain an understanding of and interpret consulting contracts.