General Summary
The Stevens Lab is a dynamic and collaborative neurobiology laboratory doing cutting edge research in a vibrant work environment. This full-time position will involve assisting the Principal Investigator in managing her daily calendar and providing administrative support, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the PI. The Senior Administrative Assistant must be a creative thinker who anticipates needs and can think on their feet to allow the PI to move through a fast-paced, complex schedule with ease and efficiency. The Senior Administrative Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Principal Duties
- Manage a complex schedule and active calendar for the Principal Investigator. Plans, coordinates and ensures the PI's schedule is followed, working closely and effectively with the PI to keep her informed of upcoming commitments and responsibilities.
- Anticipates meetings that need to be scheduled and events based on priorities that are grounded in organizational context, acting as a barometer, having a familiarity with the issues taking place in the environment and keeping the PI updated.
- Schedules in-person and virtual meetings, create links when not provided and occasionally records and/or take minutes.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the PI. Determines appropriate course of action, referral or response.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and ensures follow-through on projects through successful completion, often with deadline pressures.
- Manages a variety of highly confidential communications.
- Processes reimbursements using multiple platforms.
- Schedules interviews, communicates with applicants, compiles and maintains related files and records and assists in hiring and new hire onboarding.
- Plans, prepares and organizes logistics and administrative requirements for presentations, seminars, conferences and other special programs or events.
- Arranges detailed travel plans- books airline reservations and hotel accommodations, and compiles itineraries, agendas and documents for travel-related meetings.
- Performs general office duties including photocopying, filing, placing catering orders, and reserving space for meetings and events.
- Prepares, routes, tracks administrative forms and documents. Routes materials for authorizations, monitors receipt by final destination.
Basic Qualifications - Completion of an Associate's degree; Bachelor's degree preferred
- Minimum three to four years of relevant experience required.
- Proven ability to take initiative, determine priorities and exercise good judgment
- Ability to recognize opportunities/gaps/obstacles, apply analytical and creative thinking to address issues or find innovative solutions and see through to completion by taking ownership and accountability.
- Professional confidence in own ability and demonstrated intuition as a result of experience working through complex situations/issues.
- Demonstrated ability to work on multiple projects simultaneously leveraging strong organizational skills and careful attention to detail, recognizing value and impact of the results
Please note: During a public health emergency, individuals in this role may be expected to take on additional duties to respond to organizational needs.
BCH offers competitive compensation and unmatched benefits.
Boston Children's Hospital is an Equal Opportunity / Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability. |
