Administrative Assistant

• Provide high-level, proactive administrative support to the Head of Global Regulatory Policy & Intelligence and selected members of the leadership team.
• Manage complex domestic and international travel arrangements in compliance with company policy, including visa, ESTA, and related documentation
• Coordinate registration, payments, and logistics for global conferences, external engagements, and visiting executives
• Provide end-to-end administrative support for senior leaders and selected team members
• Initiate and manage purchase orders, departmental purchasing cards, and related procurement activities
• Coordinate recurring leadership and team meetings, including agenda development, scheduling, and virtual or hybrid logistics
• Plan and execute logistics for special events, off-site meetings, and training sessions, including meeting space and catering
• Lead onboarding coordination for new team members, including systems access, equipment, workspace, and credentials
• Maintain organized document and file management systems, including SharePoint
• Serve as the primary point of contact for internal and external visitors, overseeing registration, workspace, and travel logistics
• Oversee office services, supplies, business cards, and mail distribution
• Provide backup support for other senior assistants as needed
• Support ad hoc initiatives and special projects requiring independent judgment and coordination.

Senior Administrative Assistant

• Responsible for administrative tasks involved in conference planning, travel arrangements, and training registration
• Assists with a broad array of general administrative duties including scheduling of meetings
• Tracks and processes expense reports, invoices, and purchase orders
• Supports project management duties and document management
• Obtains & reviews competitive vendor quotes for office equipment/supplies
• Coordinates with other faculty and staff regarding supplies and events
• Supports social media strategy and website management
• Provides light note-taking support during meetings

• Strategic Calendar Command: You will transform the executive calendar into a curated roadmap, ensuring time is strictly allocated to Cape’s highest priorities while proactively resolving 100% of scheduling conflicts.
• Precision Logistics: You will own end-to-end domestic and international travel itineraries, managing every detail—from visas and time zones to ground transport—so that leadership travel is seamless and stress-free.
• Operational Velocity: You will reclaim hours of leadership’s weekly capacity by acting as a gatekeeper, problem solver, and a driver for ad-hoc special projects.
• Stakeholder Diplomacy: You will serve as a polished, professional point of contact for Cape’s internal teams and external customers, navigating high-stakes relationships with discretion and tact.

• Sort and distribute incoming mail once or twice per week.
• Scan all incoming checks and route them to appropriate staff once or twice per week.
• Serve as liaison with building management for office needs, conference room reservations and other staff requests.
• Create tax acknowledgment letters and assist the Development team with other special mailings or projects once or twice per week.
• Answer the office phone; retrieve and distribute incoming voicemails to staff.
• Monitor, respond to and route messages received through the organization’s general email inbox.
• Keep the NLP office workspace and files organized.
• Maintain the office supply, equipment, and swag/collateral inventory.
• Coordinate the mailing of supplies to staff and NLP swag/collateral to staff, educators, partners, and supporters.
• Assist in coordinating logistics for conferences that NLP staff attend, including shipping booth materials, collateral, and swag for events.
• Support staff with procurement needs, including securing travel reservations, making professional development purchases, procuring supplies, etc.
• Work on special projects and event support as assigned.
• Assist with accounts payable and administrative finance processes as assigned.

Office Manager

• Assist the Department Chair in managing administrative, research and operational logistics for the Department of Neuroscience
• Manage employee timekeeping in GMS, ensuring accurate hours, leave, and payroll compliance
• Process financial requisitions in GMS with proper coding, documentation, and budget alignment
• Submit and track reimbursements and expense requests through Accounts Payable
• Coordinate service contracts with internal teams and external vendors
• Maintain organized records and provide support across timekeeping, procurement, and contract workflows

Temporary Administrative Assistant, Part-Time – Medical Center

• Coordinate household operations including cleaning staff, meal prep services, and vendors
• Ensure smooth daily home logistics for executive and partner
• Manage errands, personal requests, and day-to-day coordination
• Oversee pet-related scheduling and household needs
• Organize and maintain overview of multiple properties and recurring bills
• Track utilities, invoices, and payment schedules to ensure nothing is missed
• Assist in basic financial tracking and expense organization
• Maintain structured systems for personal and business obligations
• Plan and manage domestic and international travel end-to-end
• Provide itinerary breakdowns, cost summaries, and recommendations
• Handle bookings for flights, hotels, dining, and experiences
• Manage last-minute changes and travel disruptions
• Monitor and filter high-volume personal and business emails
• Identify priorities and provide daily/weekly email summaries
• Draft responses and coordinate follow-ups when needed
• Act as gatekeeper to protect executive time and focus
• Maintain structured calendars for executive and partner
• Coordinate meetings, personal commitments, and business obligations
• Anticipate scheduling conflicts and proactively resolve them
• Assist with personal gifting, reminders, and special events (birthdays, holidays)
• Help coordinate personal experiences and relationship activities (dinners, surprises, etc.)
• Support lifestyle organization to ensure efficiency and balance

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