Job details

Administrative Lead

Job Description

We are seeking an Administrative Lead for the office of the Chief People Officer (CPO) at the Broad Institute of MIT and Harvard, a world-class biomedical research institute.

In this role, you will be a trusted partner to the CPO and HR team by providing high-level, comprehensive project and administrative support, working both independently and collaboratively with the CPO’s team and direct reports. This is a unique opportunity to be part of a fast-paced, mission-driven institute that values collaboration, new ideas and sustaining an open and positive culture. Reporting to the Associate Director, People Strategy and Special Projects, you will work closely with the Associate Director on the management and coordination of the CPO’s priorities.

This is a hybrid position based in Cambridge, Massachusetts.

Administrative Responsibilities:

Closely oversees CPO’s calendar, with proactive authority to make decisions on prioritization, and manages complex scheduling.
Provides high-level administrative support to the CPO by working closely to clarify priorities and clear impediments, in addition to anticipating needs in a dynamic environment.
Establish and maintain tracking systems as needed to optimize time and resources and enhance overall organizational infrastructure
Manages onboarding logistics for new employees reporting to the CPO.
Schedules interviews for roles reporting to the CPO.
Responds to routine correspondence under own signature; drafts and proofreads correspondence and other written material on behalf of the CPO.
Ensure administrative accuracy and timeliness of internal operations (i.e. annual performance review process, severance agreements, etc.)
Represents the office in a professional manner, exercising judgment and discretion with regard to highly confidential issues and materials when responding to mail, telephone, electronic, and in-person inquiries, including addressing issues independently or making referrals, as appropriate.
Coordinates meeting and special events, working closely with the CPO on planning, handling day-of logistics including catering, room reservations, and staffing the events.
Light travel support, including making flight arrangements, booking hotel and ground transportation reservations.
Process reimbursements and expense reports in Concur.
Greets guests and visitors (when meetings are held in-office).
Comfort in a high profile role, as you will interact with other executive-level leaders
Other duties and special projects as assigned.

Project Coordination Responsibilities

Assists in developing and documenting project plans for incoming projects, ensuring that project needs have been clearly identified and translated into deliverables and timelines.
Solicits agenda items from team members, helps prepare material for distribution, takes meeting notes, tracks and communicates follow-up tasks; Manages communications, agendas, and tracks action items for groups and/or committees led/sponsored by the CPO.
Assists the CPO with meeting and presentation preparations, including drafting slides, memos, and talking points

Requirements

Bachelor’s degree preferred.
Minimum of five years relevant experience in a professional administrative support position supporting a senior leader of an organization; HR experience preferred
Must be highly organized, have great attention to detail and accuracy, excellent follow through, and very quick turnaround on tasks. Demonstrates high sense of urgency, drive and willingness to do what it takes to get the job done.
Must possess strong writing skills.
Ability to multi-task and prioritize work by considering its risk, importance, urgency, and potential implications.
Ability to be flexible, adapt plans and priorities to rapidly shifting goals with a service-focused mindset
Occasional after-hours and weekend work may be required.
Excellent interpersonal skills, flexibility to accommodate different situations and requirements.
Ability to demonstrate discretion in handling confidential information.
Ability to establish and maintain a strong rapport with supervisory, executive and other senior leaders, and influence without authority.
Demonstrate judgment and problem-solving capabilities.
Strong computer skills with knowledge of and familiarity with Google suite (particularly Calendar, Slides, Docs and Drive), and must be comfortable learning new software and technology.
Ability to work in a fast-paced, fluid and challenging environment.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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