Administrative Assistant RESEARCH NEUROLOGY WR

Education

High School Diploma or Equivalent required or

Trade/Technical/Vocational Diploma, Related Field of Study preferred

Experience

Administrative Assistant or Secretarial Experience 2-3 years required, preferably in an academic, medical or corporate environment.

Experience with event management preferred.

Knowledge, Skills & Abilities

Proficiency with office procedures and equipment i.e. filing, copying, scanning, printing and faxing.

Proficiency in MS Office.

Ability to proofread and edit written documents.

Ability to use phone system.

Managing one's own time and the time of others.

Strong verbal & written communication skills.

Strong interpersonal, written and oral skills.

Ability to use standard office equipment.

Familiarity with medical terminology.

The Administrative Assistant will be a central partner to the Chief of the Division of Headache and Facial Pain, helping to keep both the division and the research laboratory running smoothly and efficiently. This role blends executive support (e.g. calendar management, meeting and travel coordination, and expense reporting) with creative and team-oriented projects like website construction, organizing events, and quality improvement projects to improve lab and division operations. It's a position for someone who enjoys variety, problem-solving, and making sure that all the moving pieces of a busy academic and research program come together seamlessly.

The ideal candidate is proactive, detail-oriented, organized, and collaborative-someone who takes pride in improving operations, while also enjoying the chance to be part of a dynamic and innovative academic environment that is working hard to deliver the best care to patients and research new treatments for headache and pain disorders.

Principal Duties:

• Works closely with the PI to manage business calendar for the PI. This will include coordinating recurring group meetings both on- and off-site, including securing transportation, room locations and catering, as required. Will also organize meetings either via phone or videoconference and will be responsible for communicating PI availability to the Program Director and laboratory members.
• Coordinates domestic and international travel arrangements for the PI, including flights, hotel and ground transportation, and associated visa paperwork.
• Processes travel expenses and invoices. Tracks all invoice activity, including generating purchase orders and following up on unpaid invoices.
• Coordinates arrangements for visiting speakers and prospective candidates. This includes greeting/escorting candidates, arranging travel, hotel and meal accommodations, as well as expense reimbursement.Coordinates on-site arrangements for conferences/meetings as directed.Coordinates catering for meetings and special events as required.
• Event management, including coordination of schedules, publicity, venues, catering, travel arrangements, A/V support, and expense reimbursement.
• Organizes, maintains and develops office files, directories, listings (may include grants, manuscripts, reprints of journal articles, CVs, biosketches, photographs, protocols, office forms, research information, etc.) as necessary for the operation of the office.
• General administrative duties for laboratory members will include preparing FedEx shipments, ordering office supplies, maintaining computer hardware/software inventory, including purchasing upgrades for both as required.
• Keeps the lab and division websites updated.
• Manages internal and external email and Teams communication lists.
• Assists PI in submitting grant updates as required to sponsors.
• Assists in preparation, editing and distribution of miscellaneous reports, posters, announcements and other documents and visual materials.
• Remains knowledgeable of business unit policies.
• Can complete routine tasks independently but comfortable seeking guidance from PI when needed.
• Other duties and special projects as assigned.

Preferred Skills

• Excellent spoken and written communications skills, including accurate grammar, spelling and punctuation; familiarity with scientific and medical terminology; able to communicate complex information accurately.
• Highly proficient with Microsoft Office and other standard business software, including Windows and Mac OS.Able to learn new software tools quickly.
• Proficiency with spreadsheet management including numbers, able to manage expenses, budgets and purchasing.
• Proficiency with responsibly using and verifying AI generated content to improve workflows (e.g. ChatGPT, google Gemini, Claude).
• Strong organizational skills, including ability to manage calendars, schedules, and prioritization among multiple tasks, often with tight deadlines.
• A professional demeanor, able to interact effectively with senior clinicians, researchers and colleagues at all levels inside and outside the organization.
• Can manage confidential information (e.g. personnel or financial matters) with discretion.
• Enthusiasm for science and medicine, commitment to PIN mission of understanding the brain and treating brain diseases.
• A problem-solving mindset, undeterred by frequent change, can use initiative and judgment to overcome administrative obstacles, learn new skills and solve unfamiliar challenges.
• Ability to prioritize in order to meet deadlines.