Administrative Assistant, Gene Regulation Observatory and Biology of Adversity Project

We are looking for a talented, dependable and enthusiastic Administrative Assistant to join the Broad Institute and support two interconnected programs, the Gene Regulation Observatory and the Biology of Adversity Project. This candidate should be passionate about the mission of the Broad, and must have excellent communication and organizational skills. The successful candidate will work as part of a team to handle a wide variety of tasks, including both longer term projects and immediate needs of cross-functional teams.

The mission of the Gene Regulation Observatory (GRO) is to deeply understand fundamental processes of genome regulation in cells. The GRO is part of the Broad Institute's Epigenomics Program, and is made up of a dynamic community of independent scientists and labs working together towards this central goal. The Biology of Adversity Project (BAP) is a new endeavor at the Broad Institute dedicated to investigating how life adversity leaves "molecular scars" on our genomes that can lead to adverse health effects, with the ultimate goal of finding biological pathways and processes that can be leveraged to improve clinical care.

The GRO and the Biology of Adversity Project operate with an interconnected project management and administrative team. The successful candidate will report to Liz Gaskell (Director of Operations and Strategy for the GRO), work closely with Fabiana Duarte (Associate Director for Research Operations for the BAP), and join our experienced operations team at the heart of these exciting scientific initiatives.

The Administrative Assistant will provide direct support to the interconnected teams of the GRO and the Biology of Adversity Project. Principal duties and responsibilities will include:

• Strategically and effectively manage complex scheduling requests, including arranging internal and external meetings
• Work as part of a team to help plan and execute meetings and events including coordinating catering, creating agendas and itineraries, executing communication plans, providing or coordinating technical support
• Plan and coordinate domestic and international travel for team members or external visitors which includes handling expense reimbursement, track spending vs. budget, and ensure consistency with institute policy
• Coordinate community-building events for program teams including onsite and office programming
• Manage the appointment process for affiliated researchers which includes coordinating requests, updates, and training, as needed.
• Work in partnership with various groups to support on-boarding/off-boarding including Broad Institute People Operations and Human Resources offices
• Collaborate and liaise with administrative teams across the institute including those from collaborating groups or Broad Institute departments (Finance, HR, etc) to facilitate both day-to-day group operations and longer term projects.
• Coordinate administrative operations in the lab including ordering supplies, ensuring compliance with regular training by team members, and other lab-related duties as needed
• Manage office records and files with goal to create operational efficiency and improve overall operational and communication systems of programs

Education and Experience

• Bachelor's degree - Proficiency in Google Suite (Calendar/Docs/Sheets) and/or Microsoft Word and Excel is required
• Demonstrated success working in a highly collaborative and complex environment both independently and part of a team
• Exceptional communication skills, both verbal and written - Strong interpersonal skills, with the ability to influence others and build harmonical working relationships
• Excellent stakeholder management skills and problem-solving abilities
• Strong organizational and time-management skills, and attention to detail
• Ability to work on multiple tasks and prioritize among them based on risk, importance, urgency, and potential implications
• High sense of urgency, accountability, and drive
• Ability to work independently and proactively identify issues
• The successful candidate will be appointed a mentor on our team who will provide training in Broad Institute administrative processes. Therefore while prior experience in administration is a plus, it is not a requirement.