Administrative Assistant (Part-time)

Part-Time Administrative Assistant

Van Andel Institute (VAI) has an opening for a part-time Administrative Assistant (15-20 hours per week) reporting to and supporting Dr. Peter Jones in our Department of Epigenetics. In this role, you will support Dr. Jones (laboratory head) and his personnel, including research scientists, technicians, postdoctoral fellows, and graduate students. This position will also coordinate with several other departments to support the lab's function within the context of the entire Institute.

Some of the high-level responsibilities you can expect to fulfill include :

• Calendar : Manage an active and dynamic calendar of appointments and shifting schedules to serve internal and external colleagues and collaborators. Coordinate lab meeting schedule with Lab Manager. Triage calendar as appropriate.
• Travel : Arrange complex and detailed international and domestic travel arrangements, itineraries and agendas, including logistics, flights, car, hotel and dinners. Develop a detailed travel itinerary.
• Meetings : Schedule meetings with attendees across various time zones, coordinate speaking engagements, and provide preparation materials, including attendee information and talking points. Collect, prepare, and analyze briefing and background materials for meetings and follow up on any details related to these meetings.
• Phone Calls : Answer and triage calls, screen and communicate messages accurately and handle any requests personally, whenever possible.
• Daily Stand-up Meeting : Daily, communicate the progress of the calendar, tasks, meetings, and travel arrangements.
• Writing / Editing : Assist with letters of support, recommendations, nominations, abstracts, papers, and reporting for external advisory boards and committees. Ensure confidential documents and communications are handled effectively.
• Reporting and Budgeting : Manage expenses and reporting for reimbursements from VAI for travel, dinners, etc. Track honorariums as applicable. VAI currently utilizes Concur.

You should possess the following skills, characteristics and traits :