A prestigious university located in Cambridge is seeking a senior administrative assistant for a temporary-to-hire position. This person would be assisting a high-level faculty member who needs complex administrative support. Aside from having administrative experience, this individual must be poised, detail-oriented, and extremely efficient in handling multiple tasks in a fast-paced environment. Experience in academia is preferred, but not required.
Due to COVID-19, this role will be remote to start. Must be able to work onsite in Cambridge in the future.
Organizes and implements administrative support, including arranging appointments, schedules, and meetings; arranges for media and space.
Manages office operations, electronic database, and website updates.
Monitors invoices, expenses and process requests for payment and reimbursement.
Handles complex calendar and meeting management.
Attends high-level meetings, track, edit and help draft correspondence and reports.
Plan and execute events, order catering service for meetings and luncheons.
Initiates, organizes, and implements administrative systems and processes for efficient office management, including active and archive records, communication (including the intranet), planning and scheduling.
Orders office supplies, processes payments, travel vouchers and any other purchases as needed.
Works in close association with other office and department staff to ensure timeliness and responsiveness of all office support services.
Communicates and interacts regularly with staff on a variety of matters, including providing information and specific responses to urgent and sensitive issues.
Reviews a wide range of information and analyzes and compiles data for review. Prepares documents and correspondence, reviews and edits materials.
Manages office mail, equipment, including computer software, hardware, and networking, printers, copiers, fax machines, etc. to ensure efficient and reliable office operations. Works closely with department staff and outside vendors to maintain and repair equipment.
Other duties as required.
Qualifications & Skills:
Bachelor's degree required and at least 5 years of professional administrative experience.
Experience providing a broad range of professional administrative and project support. Including but not limited to: calendaring, coordinating travel arrangements, event planning, monitoring budgets, maintaining webpages, and other duties as required.
Must be able to respond to regular shifts in workload and the changing needs of the organization and the people they support.
Ability to anticipate and resolves problems; proficiently executes a wide range of advanced technical applications and updates supervisors on status of tasks and projects.
Communicates and interacts regularly with university officials, external organizations, and the public on a variety of matters.
Must be detail-oriented and able to handle diversified and confidential tasks concurrently in a fast-paced setting
Advanced knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint)
Experience with FileMaker Pro, QuickBase, Adobe Acrobat, and Drupal. Additional Experience with GAP and Grade20 are a plus.
A strong work ethic, personal integrity, and self-motivated.
Professional verbal and written communication skills.
A strong passion for higher education and a commitment to serving a diverse student population.
Interested and qualified candidates should respond with a resume.
Our Commitment to Diversity, Equity & Inclusion
At Hollister Staffing, we are committed to being a diverse and inclusive workforce. Everyone is welcome at Hollister and we encourage our employees to be comfortable bringing their authentic whole selves to work. We value multiple approaches and points of view. We believe diversity drives innovation, so we’re building a culture where differences are celebrated.
We’re also seeking ways to grow our network of people, programs, and tools to ensure our pipeline is representative of the diversity within the community we serve. We are actively encouraging our recruiters to do the same, and to tap into a multitude of sources to access diverse talent to introduce to our clients who are hiring. We are simultaneously providing opportunities for individual and organizational learning about equity, inclusion, and diversity.
Hollister Staffing is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, ancestry, family or parental status, military service, or any other status protected by the laws or regulations in the locations where we operate.
We welcome and encourage applications from people who are under-represented in their respective occupation or position.