Administrative Assistant II (Remote) - Corbett-Helaire Lab

Primary Work Address: 677 Huntington Avenue, Boston, MA, 02115

Current HHMI Employees, click here to apply via your Workday account.

The Corbett-Helaire Lab at the Harvard T.H. Chan School of Public Health is seeking an Administrative Assistant II to support the day-to-day operations of a dynamic and collaborative research group. The lab’s work focuses on viral immunology, vaccine development, and pandemic preparedness, advancing research at the intersection of basic science and global public health. More information about the lab can be found on their website.

About the role

This position is well suited for someone early in their career who is highly organized, proactive, and eager to grow within an academic research environment. The Administrative Assistant II will play a critical role in supporting the lab by managing administrative workflows, coordinating schedules, and helping ensure that lab operations run smoothly so researchers can remain focused on science.

The lab operates with a hands-off, non-micromanaging management style that emphasizes trust, autonomy, and clear communication. Weekly alignment typically takes place at the start of the week, with flexibility as priorities shift. Workloads may fluctuate over time, ranging from high-volume email and scheduling periods to more routine administrative tasks. The role involves frequent ad hoc coordination with multiple researchers and stakeholders across the lab and broader academic community.

This is a remote position, with a preferred start date in mid-May to early June 2026 strongly preferred.

What we provide

• Mentorship and training in academic and scientific administration

• Exposure to the HHMI and Harvard administrative systems and processes

• Opportunities to support conferences and scientific events, including administrative coordination alongside the PI when applicable

• Experience coordinating within a large, interdisciplinary academic environment

• A collaborative, supportive lab culture that values organization, initiative, and reliability

What you’ll do

• Manage a high-volume inbox and track daily administrative tasks

• Coordinate calendars and schedule meetings with internal and external collaborators

• Handle document preparation, organization, and transfer

• Maintain well-organized spreadsheets and administrative records

• Respond to general lab inquiries from PhD students and research staff

• Coordinate travel arrangements and process reimbursements while navigating HHMI and Harvard systems

• Assist with administrative support for conferences and events as needed

• Adapt to shifting priorities and workload peaks, particularly during travel-heavy periods

• Independently manage routine responsibilities, escalating issues only when necessary

What you bring

• An Associate degree or an equivalent combination of education and related work experience.

• Four or more years of increasingly responsible administrative experience; experience in a research or academic environment is preferred

• Exceptional organizational skills and strong attention to detail

• Ability to thrive in a fast-paced, high-volume scientific environment

• Proficiency in Microsoft word, Excel and PowerPoint, including creating clear visuals and presentations

• Comfort using structured, visual organization systems (e.g., color-coded spreadsheets, calendars, and tracking tools)

• Strong written and verbal communication skills

• A proactive, service-oriented mindset with the ability to anticipate needs

• Sound judgment, discretion, and the ability to balance multiple stakeholders

• Willingness to learn new tools and systems; experience using AI tools for graphics or presentations is a plus

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