Massachusetts Eye and Ear Infirmary Executive Assistant in Boston, Massachusetts

Description Executive Assistant

Schepens Eye Research Institute/Massachusetts Eye and Ear, an affiliate of Harvard Medical School, has a position available for an Executive Assistant with a proven record of at least 3 years' experience providing administrative support within an academic or research setting. Candidates must possess exceptional organizational, communication, and writing skills, as well as strong attention to detail and the ability to work independently. Advanced knowledge of Microsoft Office software (Excel), Adobe Acrobat, EndNote, and other related software, as needed, is required. Familiarity with grant applications is desirable.

Job description / activities

  • Extensive meeting and travel arrangements

  • Prepare, file and track travel reimbursement and other reimbursements

  • Lab management

  • Process vendor invoicing for services and or subcontracts agreements e.g., MGH parking services or Chadwick optical as vendor

  • Work with HR lab administrator to facilitate onboarding of new hires – work station arrangement and orientation on lab procedures

  • Regularly update laboratory procedure manual

  • Order supplies, coffee stock and special orders

  • Weekly & monthly payroll approver

  • Endnote management & Literature Searches/ Curriculum Vitae & Bios

  • Regularly update the Endnote library by entering and updating references

  • Literature searches on Google and academic databases

  • Update CV and Biosketch

  • Grant Management & Application

  • Assist with grant application packets

  • Review and note guidelines for applications

  • Prepare tasks list and assist with overall preparation

  • Populate, compile and format documents (supports, LORs, Collaborations, etc)

  • Complete administrative portions

  • Facilitate filing with Research administration

  • Assist with Annual & Quarterly reporting

Requirements Bachelor’s degree or equivalent education/experience. Organizational, editing, and writing skills are required. Knowledge of MS Office and Adobe Acrobat are required, PeopleSoft, EndNotes and other related software are preferred

Requisition Number: 16-0389

Post Date: 10/11/2016

Title: Executive Assistant

Department: SERI

Shift: Day

Hours Per Week: 40

City: Boston

State: MA