A prestigious institute in Cambridge, MA is looking for a highly experienced Administrative Assistant to support faculty members and the department as a whole. An ideal candidate is someone who has a strong interest in higher education industry, diversity and enjoys student-driven environment.
This is a temporary position with the potential to turn permanent for the right candidate. Interested candidates reply with your resume and we'll get in touch.
• Administrative management of the TA recruiting process, course reader preparation and submission, designs/edits PowerPoint presentations.
• Resolves more complex problems in a thorough and timely manner; uses discretion and knows who to go to in order to resolve issues and complete tasks.
• Deals with confidential issues (e.g., payroll or salary information) using discretion and judgment.
Composes and edits internal correspondence and documents. Designs PowerPoint presentations from established content. Uses desktop publishing for creating drafts of work-area publications.
• Maintains complex calendars; as necessary, may include collaboration with other administrative assistants.
• Scheduling; schedules diverse and complex appointments, meetings, and travel arrangements. Prepares complex itineraries for multiple constituents. Organizes and assists in general preparation for external agency and sponsor visits.
• Monitors and orders inventory. Works within established supply budgets; selects vendors, uses signature and purchasing authorization. Responsible for staying within budget and following budgetary guidelines.
• Maintains databases using Filemaker Pro, Excel, Access, and/or databases specific to a department, lab, or center. Researches and gathers information for more complex projects.
• Attends high-level meetings; records, interprets, drafts, and distributes (pending approval) minutes from said meetings
• Creates filing systems and monitors efficiency. Initiates changes and updates to manuals and procedures for own area. Coordinates and schedules interviews for initiatives such as the search process.
High School education or equivalent. A minimum of 2-3 years secretarial, office, or related experience. Bachelor Degree preferred.
Requires thorough understanding of own work and how it impacts operations across the areas as well as outside own work unit.
Ability to recognize needs of the unit and how it impacts other areas of MIT/Sloan and understand own role relative to all areas.
Advanced computer software skills required.
Able to identify and learn new programs and software skills as necessary.
Easily negotiates Internet; performs more complex searches.
Excellent interpersonal and communication skills in order to represent the work area and the larger MIT community.