Executive Assistant, Broad Platform

The Broad Institute of MIT and Harvard is one of the worlds leading biomedical research institutes. Our mission is to propel the understanding of the biological roots of human disease with the aim of improving diagnostics and therapeutics for patients worldwide. Founded in 2004 the Broad Institute includes faculty professional staff and students from throughout the MIT and Harvard biomedical research communities with collaborations spanning the globe.

The Genomics Platform at the Broad Institute is dedicated to solving the worlds most challenging biomedical problems through the continuous development and investment in cutting-edge technology and large-scale research projects that are both challenging and complex.

Key Responsibilities

• Schedules all meetings from internal 1:1s to large group meetings with internal and external attendees at the request of either the Senior Directors or individuals requesting time with Senior Directors
• Support Senior Directors and assist Group Leads
• Understands and utilizes travel preferences; books all travel. For each trip ensures all relevant travel info is in Google Calendar including flights registration confirmations lodging reservation confirmations addresses agendas etc.
• Proactively requests receipts and processes all reimbursements travel-related or non-travel-related
• Secures conference rooms as needed (based on # onsite vs. offsite attendees)
• Shipping/mailing
• Responsible for catering requests for respective leaders meetings/events
• Generates and updates documentation for the Senior Directors (e.g. letters of support grant/contract related documentation)
• Creating purchase orders
• Requesting Vpay (credit cards)
• Paying invoices
• Prepare presentations
• Ordering for leadership - publications etc.
• Coordinates visitor logistics on Directors behalf for in-person meetings

General Support

• Misc. projects & requests
• Schedules more challenging time-consuming meetings (large meetings meetings with attendees who have challenging schedules meetings with a blend of internal and external attendees) on request
• Event support & Point of Contact - oversight and coordination of Platform events and PoC for Main Campus colleagues
• Co-Manage admin and SSF budgets with Director of Commercial Operations
• Facilities tickets for regular meetings and events
• Ticket coverage for Senior Leaders and Group Leads
• Affiliate Coordination
• Manage Platform Tours at Blue Sky Drive
• Oversight and planning of Community Meetings - coordinate logistics & schedule communication of meetings etc.

Qualifications

• Associates degree with 8 years of experience or Bachelors degree in related professional discipline with 5 years of relevant experience.
• Excellent project coordination and follow-up skills.
• Proven experience supporting senior executives or C-suite leaders.
• Strong organizational and time management abilities in a fast-paced environment.
• Ability to work on multiple projects simultaneously.
• Experience managing calendars scheduling meetings coordinating travel and preparing expense reports.
• Ability to be onsite 3-4 days per week.