Admin Project Coordinator / Senior Admin Project Coordinator

Senior Administrative Project Coordinator  / Administrative Project Coordinator 

What You Will Contribute to Altos

An exciting opportunity is available for an experienced Administrative Project Coordinator to join Altos Labs. The position requires advanced organisational, administrative, and analytical skills/support. Duties and tasks are complex in nature where considerable judgment, independent action and a high degree of initiative are required in resolving problems and making recommendations. Work is performed under limited supervision as part of a small team that provides operational support across the Cambridge Institute. 

The responsibilities of the role are split across administrative support for leaders and their teams; Project management and operational support and coordination for Cambridge-based Discovery Science/ IoC/ IoT/ Corporate Function teams; and operational support and project management for initiatives at the Cambridge Institute. The position requires the ability to work with insight, tact, confidentiality, and diplomacy to deal effectively with individuals at all levels.

As part of a small team, the role holder will need to work seamlessly with colleagues across Altos (often globally) and with the Cambridge Admin Team to ensure there is effective support and coverage for the smooth running of the Cambridge site.

Responsibilities

Vice President Administrative Support (25%)

• Provide administrative support for a number of senior leaders (VP/ PI) and limited support for their laboratory teams
• Manage calendar and coordinate scheduling, including lab meetings, internal and external meetings, team offsites/ retreats, conferences, professional engagements, and travel.
• Coordinate domestic and international travel arrangements and prepare travel itineraries.
• Assist with the logistics of the recruitment and onboarding process in partnership with hiring managers and Talent Acquisition Team.
• Process and track reimbursements from multiple sources.

Functional Operational Support, Coordination and Project Management (35%)

Working in close collaboration with the local team to provide support for Cambridge-based functional colleagues (e.g. IoC, IoT, EHS). Example responsibilities may include: 

Local IoC Team

• Administrative and operational support and planning for the Cambridge-based IoC team including coordination of team meetings (Wednesday group meetings, BioML meetings, IoC all-hands follow up in CI), supporting coordination of cross-site meetings (cTRC, cPRC, CSVL), Hackathon planning, team offsites/ retreats, conferences, travel and expenses.
• Provide limited administrative support for the Senior Director, AI/ML Genomics such as complex meeting arrangements.
• Assist with the logistics of the recruitment and onboarding process for new local IoC team members, in partnership with hiring managers and Talent Acquisition Team ON/ offboarding, interview scheduling, placement student recruitment.
• Support local IoC team on tracking and co-ordination of budgets, travel and expenses questions and coordination
• Organise IoC team events at CI (new starters, birthdays, leavers, etc)
• Act as conduit for general Altos and general CI admin comms into IoC teams (e.g. chasing to sign policies, coordinating local events, facilitating Reflections, etc)
• Directing IoC team members to the right people and sources of information company wide
• Act as primary point of contact for IoC visitors to CI and facilitate onsite setup and preparation for CI Leadership Team retreats

Local IoT Team:

• Administrative and operational support and planning for the Cambridge-based IoT team including coordination of team meetings, internal and external meetings, team offsites/ retreats/ events, conferences, travel and expenses.
• Provide limited administrative support for the Chief of Science Operations such as complex meeting arrangements.
• Assist with the logistics of the recruitment and onboarding process for new local IoT team members, in partnership with hiring managers and Talent Acquisition Team. 
• Support local IoT team on tracking and co-ordination of budgets
• Projects - project/process management support for IoT projects including scheduling and tracking actions.

Corporate Functions:

• EHS - Working closely with the Director, Environment, Health & Safety to support CI EHS deliverables and projects/ programmes. Provision of secretariat support for CI Health & Safety Committee.
• Project/process management support for local delivery of corporate projects such as launches, events and communications.
• Events - support for local and Altos-wide corporate events, including seminars, cross-institute meetings and events 
• Communications - assist with local deployment of global / local communications. 

Cambridge Site Operational Support and Project Management (40%)

Collaborating with colleagues locally and across Altos to ensure smooth running of the facility, events and activities, which may include:

• A broad range of office management deliverables including local communications - slack, email, posters, newsletter etc, office supplies, purchase orders for vendors, advising/ helping colleagues with operational processes such as travel booking or expenses claims.

• Support for site committees/ meetings as required, including drafting agendas, taking effective minutes, documenting and tracking actions.
• Events - responsible for supporting organisation and delivery of Cambridge quarterly social events (including the holiday party), cultural events, fortnightly CI Connect and other ad hoc events during the year.
• Provide local operational support for Altos-Wide/ Functional All Hands and Town Hall meetings ensuring they run smoothly including diarising, room bookings, co-ordination of Facilities and IT requirements and support, rehearsal/ testing co-ordination, timely local reminders and supporting those speaking at the site.
• Coordination of internal and external visitors to the site, including sensitive visitor process, organising logistics and arranging transport and accommodation required. Advising on timing of visits and travel requirements, supporting visitor itinerary planning and meetings/ seminars planned.

• Collaborate with administration colleagues across Altos and Cambridge Administration Team on effective processes and procedures, process improvements, operational initiatives, site-wide events and institute activities.
• Work closely with the Social Committee to generate ideas and collect feedback on Cambridge events.
• Maintain a roster of external suppliers for events, onboard new vendors as required, manage bookings and briefing vendors on requirements.
• Plan events and track spend against budget.

Who You Are

Minimum Qualifications

• 5+ years of relevant experience working in similar role(s)
• Exceptional organisational and time management skills with the ability to prioritise a diverse range of tasks and multiple stakeholders
• Excellent verbal and written communications skills. Able to interact professionally across the organisation and with external stakeholders and vendors.
• Strong computer skills, including advanced knowledge of Google Workspace and Microsoft Office Suite (Word, Excel, Outlook) and a willingness to learn new software/ adopt AI tools.
• Experience of project management and delivery, able to drive longer-term project deliverables alongside day-to-day work.
• Ability to pick up new processes and technology quickly and create/ build processes to optimise efficiency and continuous improvements.
• Strong organisation and multitasking skills with a sense of urgency.
• High level of discretion and confidentiality when handling sensitive information.
• Approaches new challenges and high-pressure situations with a positive attitude and calm demeanor
• Proactive and resourceful with strong attention to detail.
• A positive, can-do attitude with the ability to work independently and as part of a team

Senior Admin Project Administrator

Hiring Range: £47,100- £62,000

Admin Project Administrator

Hiring Range: £42,600- £56,000

Level will depend on experience