Administrative Coordinator, DRFD - ObjectWin Technology

Job Title: Administrative Coordinator, DRFD
Location: Boston, MA 02163 (Onsite)
Duration: 3 Months
Schedule: 40 hours/week

Description:
This is a highly collaborative role reporting to the Associate Managing Director, DRFD. The Administrative Coordinator ensures smooth daily administrative operations of the Executive Director’s office, anticipating needs, resolving problems, and proactively leveraging the time and effectiveness of others. The successful candidate has a high level of attention to detail and accuracy, handles confidential and sensitive information with discretion, and is comfortable operating in an environment of multiple and sometimes conflicting priorities, necessitating flexibility and good judgment in prioritizing deliverables. Major areas of responsibilities include:

Calendar Management
o Manages the ED’s active, complex calendar. Facilitates engagement and scheduling with numerous stakeholders. Maintains and schedules one-time and recurring meetings. Prioritizes meeting requests.
o Maintains flexible and proactive scheduling systems and processes to accommodate shifting calendars and priorities. Resolves scheduling conflicts.
o Determines ED’s preferences and plans accordingly, keeping the ED well informed of the schedule and related changes as they occur.

Meeting Support
o Supports in-person, virtual, and hybrid meetings. Handles associated logistics (room reservations, technology, catering).
o Prepares meeting materials. Reviews meeting notes. Ensures timely follow through on action items.
o Maintains systems to support ongoing agenda planning for recurring meetings.
o Scans meeting notes and meeting materials as needed. Organizes electronic files.

Projects
o Compiles materials and develops briefings to assist the ED with meeting preparation.
o Drafts talking points and correspondence. Assists with presentations.
o Takes on administrative projects as assigned, often handling multiple projects at once, ensuring deadlines are met.
o Supports special projects and activities on a wide range of topics related to faculty and research administration, governance, and support.

Administrative Operations
o Anticipates the needs of the office and acts proactively, thinking creatively and strategically when problem solving.
o Works effectively within a collaborative, cross functional team environment on a variety of assignments.
o Provides back-up coverage to support staff in Faculty Administration and Research Administration as needed.
o Prepares expense reports in compliance with all financial policies using University system. Manages supplies and office equipment. Reports building maintenance issues.

May perform other related duties as assigned.

Basic Qualifications:

• Bachelor's Degree or equivalent work experience is required.
• 3-5 years of experience working with and supporting senior/executive level leaders or related experience. Experience with calendar management of senior/executive leaders is required.
• Microsoft Office (Word, Excel, PowerPoint, Outlook) and Zoom experience is required.

Additional Qualifications:

• Outstanding organizational, communication, and customer service skills.
• Impeccable attention to detail.
• Able to handle confidential and sensitive information in a professional manner with discretion.
• Sound judgment. Able to manage and prioritize competing demands in a dynamic environment and complete work on time with minimal oversight.
• Works well independently and as a collaborative team member. Self-motivated, flexible, responsive, reliable.
• Establishes strong working relationships. Interacts effectively with colleagues at all levels of seniority.