Administrative Coordinator

Howard Hughes Medical Institute • Cambridge, MA

1d

About The Position

About the Administrative Coordinator Role: The Administrative Coordinator provides high-level administrative, organizational, and project support to the Principal Investigator, ensuring the efficient operation of the executive team, research group, and related initiatives. This role requires exceptional organizational, writing, and multi-tasking skills, proficiency in AI, attention to detail, discretion, and a proactive approach, frequently acting as the primary point of contact for internal and external stakeholders. The Administrative Coordinator will coordinate communications, manage competing priorities, and ensure that the Principal Investigator’s work and public engagements run smoothly. This role requires flexibility to collaborate across time zones, including Eastern and Pacific Time, as needed to support the Investigator and research team.

Requirements

• Demonstrated experience supporting high-level executives or senior leaders, ideally in a fast-paced scientific, academic, healthcare, or biotech environment.
• While candidates with approximately 5+ years of relevant experience may be particularly well-positioned for this role, individuals with 1–2 years of executive support experience who can demonstrate strong organizational skills, sound judgment, and the ability to manage complex responsibilities will also be considered.
• Bachelor's degree or higher preferred.
• Executive-Level Communication: Writes and speaks clearly, adapting tone and format to scientific, administrative, and external audiences. Demonstrates discretion and mature judgment in representing the Principal Investigator’s voice.
• Analytical and Organizational Excellence: Synthesizes complex information quickly, prioritizes tasks effectively, and maintains accuracy under pressure.
• Operational Rigor: Develops and maintains efficient administrative systems for tracking correspondence, commitments, and deliverables. Anticipates needs and follows through reliably without supervision.
• Technological Agility: Demonstrates mastery of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative platforms (e.g. Google Workspace, Slack, Asana), and experience with AI tools.
• Interpersonal Effectiveness: Builds trust and credibility with a broad range of stakeholders, including scientists, institutional leaders, media partners, and funders, through professionalism, confidentiality, and proactive communication.
• Adaptability and Judgment: Operates effectively in a dynamic environment with shifting priorities. Exercises independent judgment when managing sensitive or time-critical matters.
• Remaining in a normal seated or standing position for extended periods of time; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about workspace. The position requires mobility, including the ability to move materials weighing up to several pounds (such as a laptop computer or tablet). Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Nice To Haves

• Comfort with web publishing or social media management tools (e.g. X/Twitter, LinkedIn, WordPress) is desirable.

Responsibilities

• Communication & Correspondence: Act as a gatekeeper and liaison, screening and directing phone calls, emails, and correspondence.
• Draft, proofread, and edit professional correspondence, reports, presentations, and internal communications with meticulous attention to detail and scientific accuracy.
• Meeting Coordination: Provide high-level support for executive meetings, including preparing agendas, compiling pre-read materials, and taking and distributing accurate meeting minutes while tracking and following up on action items.
• Confidentiality: Handle highly sensitive and confidential information, including research data, personnel matters, and internal strategy, with the utmost discretion and professionalism.
• Draft and Edit Written Communications: Assist with email correspondence, letters, and short written materials (e.g. speaking points, bios, statements, or brief summaries) that reflect the Principal Investigator’s voice and uphold professional and institutional standards.
• Editorial Quality Control: Proofread and edit materials for clarity, grammar, and consistency; ensure data and statements are accurate and appropriately sourced.
• Content Coordination: Help manage scientific and public-facing communications across platforms (e.g. lab website, newsletters, social media) by organizing content, preparing drafts for review, and coordinating with communications teams.
• Document Preparation: Assist in preparing, reviewing, and formatting scientific documents as needed. Ensure all documentation adheres to required submission standards.
• Presentation Support: Create, edit, and format professional presentations (e.g. PowerPoint, Keynote) for conferences, lectures, and internal reviews, ensuring all graphics and data visualizations are accurate and compelling.
• Liaison for Scientific Collaborations: Facilitate communication and logistics with external collaborators, research institutions, vendors, and funding agencies.
• Project Tracking: Track the progress of ongoing administrative and strategic projects for the Principal Investigator, following up on deadlines, and ensuring the timely completion of tasks delegated by the Principal Investigator.
• Develop systems to monitor deliverables and maintain accountability across scientific, operational, and outreach initiatives.
• Event Planning: Work with lab operations staff to help coordinate and manage special events such as large research group meetings, workshops, retreats, and visits from distinguished guests.

Benefits

• A competitive compensation package with comprehensive health and welfare benefits
• Exposure to groundbreaking infectious disease and public health research and the ability to develop administrative duties.
• Affiliation with the world-class Broad Institute and Harvard research communities
• Opportunities to collaborate with physicians, professors, clinicians, leading hospitals, and interdisciplinary researchers
• Potential opportunities to attend scientific conferences and professional meetings as appropriate

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level