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Massachusetts Institute of Technology Administrative Assistant 2 in Cambridge, Massachusetts

Administrative Assistant 2

  • Job Number: 23720

  • Functional Area: Office Support

  • Department: School of Engineering

  • School Area: Engineering

  • Employment Type: Full-time (Hybrid)

  • Employment Category: Non-Exempt

  • Visa Sponsorship Available: No

  • Schedule:

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    Job Description

ADMINISTRATIVE ASSISTANT 2, School of Engineering (SOE), to perform--under minimal supervision--complex and diverse duties in direct support of three assistant deans in the Office of the Dean of Engineering. Will provide administrative support for multiple programs and projects; support high-level processes related to faculty promotion cases; help coordinate activities within the Dean’s Office and across the SOE broadly; provide calendar support and schedule meetings; maintain financial records and monthly financial review and control; act as a receptionist, screening phone calls and visitors, and assisting with/responding to internal requests for information and reports; arrange group meetings and take minutes; maintain electronic/paper files; plan and coordinate high-profile events/meetings; coordinate travel and maintain supporting documentation; and perform other duties as assigned. This is a “shared” support position requiring proactive and regular communication about priorities, the workload, and time management.

Job Requirements

REQUIRED: high school diploma or its equivalent; three years’ administrative, office, or related experience; excellent organizational, analytical, problem-solving, interpersonal, proofreading, and communication (including knowledge of grammar) skills; experience arranging travel, paying invoices, ordering supplies, reconciling accounts, and arranging expense reimbursements; discretion with confidential information; attention to detail; awareness of organizational dynamics; proficiency with Microsoft Office, SAP, FileMaker Pro, and Cognos Fluid-Review; comfort with PCs and Macs; experience updating websites; and ability to identify and learn new programs/software as needed. Must be able to prioritize and handle multiple diverse tasks simultaneously in a fast-paced setting; demonstrate initiative and flexibility; work independently and as part of a team; collaborate effectively with colleagues and others at all levels in a highly visible position; and move objects weighing 20 lbs. PREFERRED: bachelor’s degree. Job #23720-5 Occasional night and weekend work may be required. 2/12/24

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