Office Manager

Howard Hughes Medical Institute View Company Profile

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815 The Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and professionals. Together, wexe2x80x99re unlocking the fundamentals of biology and building an open, inclusive future for science. Based in Chevy Chase, Maryland, our award-winning Tangled Bank Studios is a mission-driven impact studio dedicated to telling powerful, inspiring stories about science and nature, and committed to sparking engagement and action with innovative outreach initiatives and partnerships. Summary: The primary responsibility of the Office Manager is to provide broad administrative support to the Head of Tangled Bank Studios and the studio team. They are the representative of the department and the first point of contact for many external and internal inquiries, and communicate with all levels of management both inside and outside the Institute. As Office Manager, they provide administrative coordination and management for studio activities including office logistics, internal meetings, screening licenses, and award and festival submissions. What we provide: The opportunity to be a part of establishing Tangled Bank Studios’ culture and future. The opportunity to work with a highly engaged, personable, and passionate executive. A team that believes in continuous learning and cultivates an environment where all members of the team help each other. A competitive compensation package that includes up to $10,000 in educational reimbursement each year and a significant budget for professional development! What youxe2x80x99ll do: Executive Support Maintain calendar for Head of Tangled Bank Studios, including both HHMI and external meeting commitments. Provide support for department meetings and conferences, including planning, agendas, document preparation, invites, AV, and room setup. Coordinate travel for Head of Studio: Arrange travel logistics, compile written itineraries, and process expense reimbursement. Prepare correspondence for routine inquiries and refer to other department staff when appropriate. Review, edit, and file all correspondence signed by Head of Studio, including electronic signature, and departmentxe2x80x99s signature under strict confidentiality and security protocols. Collect, organize, format, and deliver materials for presentation to the HHMI Board of Trustees. Handle invoices, requests and approvals for payment initiated by Head of Studio or requiring Head of Studio signoff. Maintain and store critical records according to HHMI record retention requirements. Work and collaborate effectively with other HHMI departments, including the Presidentxe2x80x99s Office, the Office of the Chief Operating Officer, General Counselxe2x80x99s Office, Communications, IT, People & Culture, Travel, Conference Center, and Finance. Participate in other production and outreach activities as designated by the Head of Studio. For Tangled Bank Studios Maintain an up-to-date department organizational chart. Lead the set-up and maintenance of office space for the Tangled Bank Studios team and temporary staff. Compile and distribute staff meeting agendas. Track business operations projects, deadlines, and payments. Work with Marketing, Communications, & Impact team to implement major studio events. Handle awards submissions and tracking for studio and all studio films, including collaborating closely with internal team leads and external film production partners to assign tasks, compile deliverables, make online submissions, coordinate participation at events, and updates award tracking documents. Under the supervision of and in collaboration with the Head of Production and Operations, coordinate the tracking and creation of licenses for film screenings, sponsorships, resource, and stock footage requests and coordinate the delivery of media assets for use by film festivals, conferences, libraries, classrooms, and private screenings. Purchase books and supplies as needed using the TBS Procard, and reconciling charges. Coordinate travel/lodging for guests attending film/media meetings upon request. Support large-scale studio events by staffing on site on occasion. Foster an internal and external culture of collaboration, respect, and support. What you bring: Bachelorxe2x80x99s degree, preferably in business administration or a related field, or equivalent education and related experience. Eight to ten years of relevant administrative experience with support at an executive level. Experience at a media or production company is a plus. Minimum of three years of experience leading teams on project work. Proficient computer skills including Microsoft Office, Outlook, Google Suite, and the ability to learn new business systems. Ability to communicate effectively with all levels of staff both inside and outside HHMI. Outstanding interpersonal and organizational skills. Excellent attention to detail and follow-through. Willingness to travel to TBS events. Physical Requirements: 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 duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis. Please Note: This job description sets forth the jobxe2x80x99s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word xe2x80x9cmay,xe2x80x9d the Essential Duties and Responsibilities described above are xe2x80x9cessential functionsxe2x80x9d of the job, as defined by the Americans with Disabilities Act. Compensation and Benefits Our employees are compensated from a total rewards perspective in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our Benefits at HHMI site to learn more. Compensation Range $80,921.60 (minimum) – $101,152.00 (midpoint) – $131,497.60 (maximum) Pay Type: Annual HHMIxe2x80x99s salary structure is developed based on relevant job market data. HHMI considers a candidate’s education, previous experiences, knowledge, skills and abilities, as well as internal equity when making job offers. Typically, a new hire for this position in this location is compensated between the minimum and the midpoint of the salary range. HHMI is an Equal Opportunity Employer

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