Hebrew SeniorLife

Executive Assistant - Aging Brain Center

US-MA-Roslindale
Job ID
2017-1950
Category
Research/Medicine

Overview

The Aging Brain Center, part of Hebrew SeniorLife’s Institute for Aging Research, is a Harvard affiliated, multidisciplinary research center involving a large number of internal and external collaborators working on multiple projects and grants. The Aging Brain Center is currently seeking an experienced, proactive, organized, high-level executive assistant to provide administrative support to the Director of the Aging Brain Center, in the Institute for Aging Research. This is a challenging role requiring multi-tasking at many levels, and a great opportunity for someone to manage all activities of an active research center. This role is busy, fast paced, and highly critical to the proper function of the department and the Director.

 

Responsibilities

• Prepare for all meetings in advance by ensuring that agendas, files, supporting materials and action items are prepared and distributed to all attendees ahead of time. Send out meeting reminders as needed.
• Management of the Director’s complex Outlook calendar, including scheduling of internal and external meetings and appointments.
• Books travel arrangements and maintains travel schedules providing all necessary detail for the Director
• Provide administrative and organizational support for the ABC leadership including the submission of reimbursement requests for the Center Director and track to completion
• Provide assistance to investigators and Research Coordinators in the preparation, assembly, reproduction, and transmittal of grant proposals and progress reports. Examples include: format grants applications in PDF, proofread sections of grant, collecting information for Biosketches, Other Support pages, and Appendices.
• Gathers research literature and materials. Extensive ability to conduct literature searches on multiple reference databases.
• Coordinates all administrative, program, and office activities.
• Establishes, selects, implements, and coordinates office procedures and file systems-both paper and electronic.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.
• Troubleshoot hardware and software problems.
• Composes substantive correspondence and written material.
• Develop and maintain various databases, brochures, educational materials, etc., in support of the PI’s programs, educational initiatives, clinical and research services. Assist in the maintenance and presentation of websites, researching the accuracy and validity of information to be entered
• Triage phone calls including calls from patients and study participants
• Orders and maintains inventory of supplies.
• Availability for some weekend and evening work hours required
• Performs additional functions incidental to office activities.

Qualifications

  • Bachelor’s degree in a related field.
  • 5-10 years of experience needed. Experience in an academic research environment strongly preferred.
  • Experience managing calendars
  • Must be a resourceful team player. Ability to adapt to a changing work environment and growing program is essential. proactive, organized
  • Self-directed, able to take initiative, problem solve, and exercise independent judgment.
  • Disciplined follow-up skills. Ability to track and monitor activities for Director and office. 
  • Outstanding communication skills, both verbal and written
  • Strong interpersonal skills, including the ability to interact well with students, international colleagues, trainees and visitors, faculty, and staff.
  • Strong attention to detail.
  • Ability to juggle multiple tasks and meet demanding deadlines. Ability to prioritize is key. Flexibility in handling assignments.
  • Demonstrated editing and proofreading skills.
  • Routine use of major library catalog or reference database.
  • Ability to do Internet searches.
  • Advanced Microsoft Office computer skills (Word, Excel, Powerpoint). Ability to troubleshoot computer and software problems.
  • Average keyboarding skills (40-59 wpm).

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