Office Associate

Do good while doing work

The Healthcare Innovation and Technology is a mission driven lab. At HITLAB, we believe technology and health can work together to improve the quality of health delivery and healthcare worldwide. We use rigorous research and evidence-based methods to identify the best digital health solutions for each of our partners.

Position Overview: As a Remote Executive Assistant, you will be a critical part of a department, providing essential support to ensure its seamless operation and coordination. This role will involve a wide array of administrative tasks aimed at facilitating efficient processes and enabling staff to excel in their roles while working remotely.

Key Responsibilities:

Data Management:

• Maintain well-organized, digital databases of research materials, reports, and relevant information.
• Assist with data entry, validation, and analysis using digital tools and platforms.

Documentation and Record-Keeping:

• Prepare, review, and maintain research documents, reports, and findings in digital format.
• Ensure easy accessibility and organization of digital records.

Communication Support:

• Manage email correspondence, phone calls, and schedule virtual meetings.
• Draft, edit, and proofread digital correspondence, reports, and presentations.

Resource Coordination:

• Assist in coordinating the procurement of supplies, equipment, and resources for research projects, including remote arrangements.
• Collaborate with relevant teams to ensure timely resource acquisition and maintenance.

Calendar and Schedule Management:

• Maintain digital department calendars, schedule virtual meetings, and coordinate remote events.
• Manage team members' availability for virtual research-related activities.

Travel and Logistics:

• Arrange remote travel, accommodation, and transportation for research staff attending virtual conferences or remote fieldwork.
• Handle logistics for virtual research events, workshops, and conferences.

Administrative Support:

• Provide remote administrative support, such as digital document management, email management, and office organization.
• Handle digital expense reports, reimbursements, and budget tracking for research projects.

Confidentiality and Data Security:

• Maintain strict confidentiality regarding sensitive research data and results, particularly in remote work environments.
• Ensure compliance with data security and privacy regulations in remote settings.

Team Collaboration:

• Collaborate with remote research staff and other assistants to enhance cross-functional efficiency and knowledge sharing.
• Support a positive team dynamic through effective digital communication and remote teamwork.

Qualifications:

• Bachelor's degree in health sciences, Biotechnology, Biomedical Sciences or related field. (Master’s degree preferred).
• Proven experience in administrative roles, with a strong preference for remote work experience.
• Proficiency in remote work tools and digital office software (e.g., Microsoft Office 365, Microsoft SharePoint, Google Workspace).
• Excellent organizational, time management, and multitasking skills for remote collaboration.
• Strong written and verbal communication skills, particularly in a virtual environment.
• Proficient in the English language.
• Attention to detail and a commitment to accuracy in digital tasks.
• Ability to work both independently and as part of a remote team.
• Knowledge of research principles and terminology is a plus.

Working Conditions:

• This is a fully remote role, with the expectation of working from your own home office or a remote work environment.
• Working hours will be 7 AM to 4 PM EST.
• As a Remote Executive Assistant in a Vertical, you will be a crucial component in ensuring the successful execution of projects, making certain that administrative processes run smoothly even in remote work environments. Your dedication to organization and support will continue to play a pivotal role in advancing research within the organization while working remotely.