Position Summary: Provide excellent administrative support to the Division Director along with performing a variety of tasks to support the scientific efforts on campus.

Essential Duties:

• Provide excellent customer service to visitors and employees including greeting and tracking visitors and direct employee inquiries to the appropriate department.
• Schedule and coordinate meetings, appointments, and travel arrangements for the Division Director.
• Prepare official memos and letters for the Division Director.
• Attend meetings with the Division Director to record meeting notes.
• Work with divisional and institutional Events Coordinators as needed to assist in planning and coordinating events.
• Manage and maintain departmental email lists.
• Work with the Associate Director to manage and coordinate the yearly post doctoral fellowship program.
• Partner with the communications team to routinely update the personnel list on the division webpage.
• Coordinate with the communications team to draft the yearly divisional yearbook.
• Develop an organized approach to processing and fulfilling routine administrative requests.
• Communicate critical information regarding events, safety concerns, and emergency alerts to the department.
• Provide administrative support to individual Staff Scientists.
• Work with Human Resources to prepare for the onboarding of incoming new hires to include scheduled campus tours, coordinate office space assignment and building access.
• Other duties as assigned.

Minimum Qualifications

• Three to five years of office administrative or executive assistant experience.
• Project coordination experience, and the ability to work well with all levels of internal management and staff, clients, and vendors.
• Ability to work with a degree of independence.
• Superior communication skills — both written and verbal.
• Attention to detail and accuracy.

Preferred Qualifications:

• B.S., B.A., or A.A. degree is desired but not required.

Knowledge/Skills/Abilities

• Time management
• Advanced technical skills
• Excellent decision-making skills.
• Data entry
• Customer service

Physical Demands/Working Conditions: While performing the duties of this job, the employee is continuously required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch or crawl.

At Carnegie, we are committed to building a diverse and inclusive community. We believe academic environments should be places where diverse groups of people with a variety of viewpoints and ideas can thrive and work together. As such, we encourage applicants from under-represented groups and backgrounds to apply.

The Carnegie Institution is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, veteran status, or any other protected group status.