Posting DetailsPosition Information Job Title Executive Administrative Assistant to the Genomics Institute Job Description The Administrative Assistant to the Genomics Institute will perform a variety of complex and confidential administrative and support duties as outlined in the Responsibilities section for the following Genomics Institute individuals:
- Director, Genomics Institute
- Chief Strategist, External Consultant
- Director of Thought Leadership
- Other Institute Employees as designated by the Institute Director
We are searching for a candidate who will be and be perceived as part of the team, knowledgeable and engaged in the work of the rest of the team (a.k.a., has a basic understanding of the org, who does what, and the major areas of work so can help with prioritization, delegation, etc.)Essential Duties Summary Responsibilities
- Manage and coordinate a complex calendar of activities and arrange meetings and conference calls with external and internal parties.
- Ensure the Genomics Institute team is appropriately supported for meetings and events by arranging travel, event space, coordination of logistics, preparing itineraries, and organizing appropriate background materials in advance.
- Manage electronic and paper files for records, reports, contracts and other documents including, organization and maintenance of the Institute google drive (file organization, permissions, sharing and management).
- Support the institute with financial reporting (student payroll, expense reports, etc.)
- Support the coordination of hiring for all future Institute roles (scheduling interviews, collating resumes and supporting documentation, etc.)
- Draft correspondence and assist in the compilation and production of reports and presentation materials for a variety of meetings including cabinet, College committees, Board Committees and Trustee meetings.
- Keep a calendar of recurring deadlines, meetings, and special events.
- Establish a tracking system and follow up with appropriate staff to ensure key deliverables and correspondence are responded to on a timely basis
- Gather background information, research issues, prepare executive summaries, and coordinate with other departments to secure materials as needed.
- Assist the team (listed above) with confidential matters.
- Assist with overall Genomics Institute team with administrative needs.
Required Qualifications Qualifications
- Associate degree required (Bachelor degree preferred) and 5 or more years of strong administrative experience.
- Advanced knowledge of Google Suite, Microsoft Office, especially Word, Excel and PowerPoint and digital document management skills, including manipulation of Adobe PDF files.
- Knowledge of other cloud-based programs (Canva, Monday.com, Dropbox, Mailchimp) preferred.
- Excellent written and verbal communication skills.
- Ability to organize and prioritize large amounts of information, calls, and requests.
- Ability to work in a fast-paced environment and to multi-task effectively.
- Experience analyzing and resolving office administrative and procedural issues.
- Ability to exercise independent judgment and sound reasoning in evaluating information and making decisions.
- Exceptional customer service skills and a high level of professionalism in dealing with all constituents, including senior professionals inside and outside of the College.
- A high level of integrity and complete discretion in handling confidential information.
- Excellent organizational skills and a keen attention to details.
- Scheduling flexibility to provide assistance outside of normal business hours, when needed.
- Able to support a team that is fully remote from and across 3 time zones
Preferred QualificationsSalary $55,000 - $60,000 Position Type Full TimePosting Detail Information Posting Number S00397P Open DateClose DateOpen Until Filled Yes Special Instructions to Applicants