Join Our Team

Administrative Assistant (Part-time), Implementation Platform


Ariadne Labs is a joint center for health systems innovation at Brigham and Women’s Hospital and the Harvard T.H. Chan School of Public Health. Our goal is to drive scalable solutions for better care at critical moments in people’s lives everywhere. Better care means better health outcomes, lower costs, and more actual caring. Critical means solving health systems failures that have major impact, typically touching people by the millions. Ariadne Labs currently has research programs in the areas of childbirth, surgery, palliative care, and primary health care.

The Implementation platform is one of three platforms at Ariadne Labs that are each envisioned as a center of expertise, providing thought leadership and project guidance at every stage of work (research and intervention design, testing, and spread). The platforms are responsible for: 

  • Creating a community of expertise, both within Ariadne Labs and through external networks, to support the work of the organization
  • Providing mentoring and supervision to enhance progress of projects across the Arc (research, intervention design, testing, and spread) and ensure quality of work at every stage
  • Fostering learning and growth within the organization
  • Establishing and spreading ideas and best practices among projects, the Ariadne Labs community, and the broader health care world

The Implementation Platform focuses on ensuring effective implementation across all life stages of the project and growing the impact of solutions through large scale-up efforts. The Implementation platform collaborates with project teams as they work on solutions earlier in their life cycle so that the solutions will be more likely to be broadly scalable once they are finalized. The Implementation Platform leverages a large range of strategies to work toward Ariadne’s objective of “every patient, every time, everywhere.”  This work can include developing partnerships with other implementers of any kind, building communities of implementers, developing marketing and communication strategies, publishing journal articles in the scientific and lay press, developing strong educational programs, etc. 

The part-time Administrative Assistant (approximately 13 hours/week) will be a key member of the Ariadne Labs’ Implementation Platform which includes the Director of Implementation, Implementation Specialists, a Senior Platform Manager, and a Project Assistant.  The part-time Administrative Assistant will be supervised by the Senior Platform Manager, but work closely with all other team members. The part-time Administrative Assistant will perform and coordinate a range of platform support activities and tasks as well as general support to Ariadne Labs as needed. The team’s work is global, fast-paced, and collaborative which means the part-time Administrative Assistant will often work with minimal supervision. Teamwork, flexibility, and a “roll up your sleeves” mindset is required to effectively support the team and all key stakeholders.

Our Values

Our core values are: 

  • Respect for the Ariadne Labs mission, our community, each other, and ourselves; 
  • Stewardship of our work and resources; 
  • Pursuit of excellence, with a focus on continual improvement; 
  • A belief in a collaborative, multidisciplinary approach to our work; 
  • A commitment to meaningful diversity and inclusion in our work and in the Ariadne Labs community. 

Characteristics of people who thrive at Ariadne are:

  • humility about the limits of one’s own expertise and experience
  • intellectual curiosity
  • agility
  • self-discipline
  • attention to detail
  • willingness to roll up sleeves to get the job done

Primary Duties and Responsibilities

  • Perform administrative duties under minimal supervision at a high proficiency level; Ensure team member success by providing daily support
  • Respond to correspondences with appropriate tone and desired outcome as guided by the Director of Implementation and Senior Platform Manager
  • Manage the Director’s calendar which can include:
    • Reviewing calendars daily for accuracy, conflicts, and other details
    • Confirming meeting logistics with external guests including time, date, and location
    • Coordinating meetings requested by and for the Director
  • Coordinate and schedule the team’s travel schedule and itineraries
  • Make travel arrangements both domestically and internationally, including assisting team members in obtaining visas
  • Maintain effective and collaborative working relationships with internal and external constituents
  • Format and edit slides, documents, and other materials on behalf of the team
  • Assist with meeting preparation which includes:
    • Set-up the room(s) with any supplies, materials, and/or food required
    • Prepare and send agendas to participants
    • Print meeting materials and bring copies, when needed
    • Take minutes and share with participants after the meeting ends
    • Handle all AV or IT requests related to the meeting room preparation
  • Handle requests for information and data
  • Prepare written responses to routine inquiries
  • Complete expense reports and handle reimbursement requests for business-related travel and membership using the appropriate online or manual system(s) 
  • Represent Ariadne Labs professionally with staff, guests, donors, callers, and external visitors; greet guests, candidates, and donors
  • Create a system of record for all documentation, materials, resources, and correspondences
  • Perform other related duties and responsibilities as required; provide cross coverage administrative support as needed

Required Skills 

  • Proven competency in Microsoft Office Suite
  • Ability to set-up video and audio conference calls and virtual meetings
  • Proficiency with personal computers, spreadsheet, graphic, and database programs
  • Calendar management
  • Travel planning (international and domestic)
  • Written and verbal communication skills
  • Positive, flexible, professional, and a can-do attitude
  • Ability to self-direct work and resolve complex situations tactfully and quickly
  • Ability to work independently and utilizes strong interpersonal skills to problem-solve complex issues
  • Ability to develop timelines and meet competing deadlines on time and with high caliber deliverables

Qualifications

  • AD required, BA/BS preferred
  • 2-5 years of relevant experience 
  • Experience working in a matrix organization/environment preferred

Preferred Qualifications

  • Proven office administration and/or customer service skills 
  • Familiarity with the Google information environment (e.g. Google Docs, Google Sheets, Google Drive, etc.)

Competencies

  • Building Partnerships
  • Persuasiveness
  • Embraces Change
  • Pursues Excellence
  • Teamwork and Collaboration
  • Organizational Awareness
  • Cultural Awareness

To apply or for more information please click here.