Job

Administrative Assistant

by Jessica Sisavath

July 18, 2019

Job Description

Provide varied and complex administrative support to Media Lab research group(s). 

Responsibilities

  • Manage professors’ calendar, travel, and itineraries, including obtaining visas for professors;
  • Financial: reconcile procurement card charges, complete expense reports in Concur travel system for professors and students, reimburse expenses for materials and services, make purchases for professors and research group members, prepare purchase orders, review Financial Review & Control (FRC) reports, pay invoices;
  • Establish and maintain effective office organization for administrative tasks for the group;
  • Greet visitors and coordinate sponsor visits and research demos;
  • Order food for meetings and events; meeting set up and clean up;
  • Triage inquiries and facilitate communication between students and professors and be the locus of information for students related to travel, group activities, etc.
  • Assist student’s and research group with travel arrangements and reimbursements;
  • Prepare, proofread, and edit documents, maintain and update C.V. and bio sketches;
  • Respond to emails directed to them by professors;
  • Prepare course materials for professors;
  • Update group website;
  • Track spending and maintain budgets;
  • Draft basic correspondence and other documents such as job descriptions, etc.
  • Orient new people to research group’s administrative processes;
  • Assist with organizing larger meetings/conferences;
  • Other duties as assigned. 

Qualifications

REQUIRED:

  • High school diploma and a minimum of 3 years of experience as an administrative assistant for senior managers;
  • Flexibility and an aptitude for handling a wide variety of duties;
  • Ability to learn quickly and work with critical time demands;
  • Strong organizational skills,
  • Excellent verbal and written communications skills;
  • Discretion, diplomacy, and superb judgment;
  • Team player who is able to work effectively with a creative and diverse group of people and contribute to each group’s community;
  • Accurate, detail-oriented, resourceful individual who is able to multitask with calm efficiency in an environment with competing priorities.
  • Advanced computer skills including proficiency with Mac computers and Microsoft Office;

PREFERRED:

  • Bachelor’s degree;
  • SAPgui, Concur preferred.

To apply, go to hr.mit.edu/careers and search for job ID# 17728.

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