Office Manager

Primary Work Address: 4000 Jones Bridge Road, Chevy Chase, MD, 20815

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

The Howard Hughes Medical Institute (HHMI) advances the discovery and sharing of scientific knowledge to benefit us all. As a biomedical research organization and philanthropy, HHMI supports a vibrant community of academic researchers, educators, students, and professionals. Together, we're unlocking the fundamentals of biology and building an open, inclusive future for science.

Based in Chevy Chase, Maryland, our award-winning Tangled Bank Studios is a mission-driven impact studio dedicated to telling powerful, inspiring stories about science and nature, and committed to sparking engagement and action with innovative outreach initiatives and partnerships.

• The opportunity to be a part of establishing Tangled Bank Studios' culture and future.
• The opportunity to work with a highly engaged, personable, and passionate executive.
• A team that believes in continuous learning and cultivates an environment where all members of the team help each other.
• A competitive compensation package that includes up to $10,000 in educational reimbursement each year and a significant budget for professional development!

• Maintain calendar for Head of Tangled Bank Studios, including both HHMI and external meeting commitments.
• Provide support for department meetings and conferences, including planning, agendas, document preparation, invites, AV, and room setup.
• Coordinate travel for Head of Studio: Arrange travel logistics, compile written itineraries, and process expense reimbursement.
• Prepare correspondence for routine inquiries and refer to other department staff when appropriate. Review, edit, and file all correspondence signed by Head of Studio, including electronic signature, and department's signature under strict confidentiality and security protocols.
• Collect, organize, format, and deliver materials for presentation to the HHMI Board of Trustees.
• Handle invoices, requests and approvals for payment initiated by Head of Studio or requiring Head of Studio signoff.
• Maintain and store critical records according to HHMI record retention requirements.

• Work and collaborate effectively with other HHMI departments, including the President's Office, the Office of the Chief Operating Officer, General Counsel's Office, Communications, IT, People & Culture, Travel, Conference Center, and Finance.
• Participate in other production and outreach activities as designated by the Head of Studio.

• Maintain an up-to-date department organizational chart.
• Lead the set-up and maintenance of office space for the Tangled Bank Studios team and temporary staff.
• Compile and distribute staff meeting agendas.
• Track business operations projects, deadlines, and payments.
• Work with Marketing, Communications, & Impact team to implement major studio events.
• Handle awards submissions and tracking for studio and all studio films, including collaborating closely with internal team leads and external film production partners to assign tasks, compile deliverables, make online submissions, coordinate participation at events, and updates award tracking documents.
• Under the supervision of and in collaboration with the Head of Production and Operations, coordinate the tracking and creation of licenses for film screenings, sponsorships, resource, and stock footage requests and coordinate the delivery of media assets for use by film festivals, conferences, libraries, classrooms, and private screenings.
• Purchase books and supplies as needed using the TBS Procard, and reconciling charges.
• Coordinate travel/lodging for guests attending film/media meetings upon request.
• Support large-scale studio events by staffing on site on occasion.
• Foster an internal and external culture of collaboration, respect, and support.

• Bachelor's degree, preferably in business administration or a related field, or equivalent education and related experience.
• Eight to ten years of relevant administrative experience with support at an executive level.
• Experience at a media or production company is a plus.
• Minimum of three years of experience leading teams on project work.
• Proficient computer skills including Microsoft Office, Outlook, Google Suite, and the ability to learn new business systems.

• Ability to communicate effectively with all levels of staff both inside and outside HHMI.
• Outstanding interpersonal and organizational skills.
• Excellent attention to detail and follow-through.
• Willingness to travel to TBS events.