The Administrative Assistant will handle complex administrative responsibilities for two faculty members and their research groups.
• Schedule and coordinate professor’s and group’s calendars;
• Coordinate and support all financial and procurement activity for each research group
- Procurement: make purchases, prepare purchase orders, and receiving;
- Reimburse expenses for materials and services, and reconcile and process invoices;
- Reconcile procurement card charges and review Financial Review & Control (FRC) reports;
- Track spending and assist monitoring budgets and expenditures;
- Manage spending for group including implementing spending limits and travel restrictions as needed.
• Coordinate research and group activities (such as sponsor visits, creating agendas, scheduling demos, coordinating meetings, catering (ordering, setting/cleaning up, greeting/escorting guests, orientations, etc.);
• Provide support for academic activities, monitoring deadlines/due dates, maintain professor’s CV, etc.;
- Plan, organize, and prepare detailed travel and complex itineraries;
- Coordinate and process reimbursement for travel expenses for professor and research group.
• Provide general office support;
• Other duties as assigned.
• High school diploma or equivalent;
• At least three years of relevant experience supporting senior managers;
• Superior interpersonal skill is required as the administrative assistant will interact with a diverse group of researchers, students, corporate sponsors, and administrators;
• Able to proactively engage and anticipate needs;
• Flexible team player who is comfortable working in a demanding, fast-paced environment with frequent interruptions, able to work independently;
• Ability to handle multiple tasks concurrently and set priorities to meet deadlines;
• Demonstrated proficiency with English grammar and composition and excellent editing/proofreading skills;
• Attention to detail;
• Well-developed organizational skills;
• Demonstrated sound judgment;
• Strong critical thinking and problem-solving skills;
• Proficiency with MS Office (Word, Excel);
• Ability and willingness to quickly master new software programs as necessary;
• Bachelor's degree;
• Google applications (GoogleDoc, GoogleSpreadsheet, etc.)
To apply, go to careers.mit.edu and search for job ID #15022.
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