Administrative Assistant II

23 hours ago


Cambridge, United States Experis Full time
Title: Administrative Assistant II
Location: Cambridge, MA
Duration: 3 months

Rate range: $20 to $27/hr

Role Overview:
The position involves setting up and administering systems and processes for a department, supporting faculty, managing administrative tasks, and coordinating logistics for various activities.
Responsibilities:
Faculty Support:
  • Prepares documents for articles, cases, and presentations, including proofreading, formatting exhibits, and citations.
  • Supports faculty during teaching, including preparing class handouts, coordinating arrangements for class visitors, and proctoring exams.
  • Coordinates audiovisual support for classrooms as needed.
  • Maintains course websites, produces seating charts, updates class lists, etc.
Administrative Coordination:
  • Manages complex calendars, schedules appointments, and coordinates room and catering arrangements.
  • Coordinates complex travel arrangements, prepares itineraries, and assesses options based on cost, convenience, and faculty preferences.
  • Arranges travel visas and prepares/ processes expense reimbursements promptly and accurately.
Task and Document Management:
  • Performs basic online research, obtains books and articles, and organizes information.
  • Maintains accurate and organized electronic and paper files, ensuring version control with logical naming conventions.
Communication and Visitor Management:
  • Greets visitors, serves as the primary contact on behalf of faculty, and responds to phone calls, voicemails, faxes, and emails in a timely manner.
  • Orders office supplies as needed.
Technical Requirements:
  • Intermediate or better proficiency in Microsoft Office (MS Word, Excel, PowerPoint).
  • Willingness to learn Harvard systems.
Work Schedule and Location:
  • Hours: 35 hours/week (M-F, 9 AM - 5 PM; unpaid one-hour lunch break).
  • Hybrid Schedule: One remote day per week (day TBD in consultation with the manager).
Top Skills for Interview Consideration: Financial Experience:
  • Experience in processing invoices and expense reports, and familiarity with MS Excel.
Task Management:
  • Proven ability to prioritize and manage multiple requests effectively.
Communication Skills:
  • Excellent written and verbal communication skills.
Additional Notes:
  • Participates in careful version control of documents and ensures logical organization of all materials.
  • Acts as the primary point of contact for visitors and faculty communication needs.

To Apply: Please attach your updated resume.Learn More

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