Academic Assistant

2 weeks ago

Princeton, United States Institute for Advanced Study Full time
Job DescriptionJob DescriptionDescription:

Provide broad administrative support to the Harold F. Linder Professor (90%)

  • Provide administrative support to faculty member. Tasks include drafting and editing memos, letters, and correspondence; assisting in the preparation of materials for presentations; maintenance of faculty member’s calendar, including making appointments and prioritizing the most time-sensitive matters.
  • Assist with the preparation of book and article manuscripts, including archival and general research, proofreading, and interacting with both internal and external contacts to ensure a quality end-product.
  • Arrange meetings and workshops; reserve and prepare set-up of meeting rooms; prepare and distribute meeting agendas; facilitate visits of short-term researchers and guests.
  • Serve as liaison with outside organizations and institutions to arrange speaking engagements, including any needed preparatory work such as itineraries, agendas, correspondence, expense reports, and communications.
  • Make travel and accommodation arrangements.
  • Prepare detailed domestic and international travel dossiers including but not limited to itineraries, travel, accommodations, guest bios, and remarks.
  • Establish, maintain, process, and update files, records, and other documents. Prepare and distribute reports, as needed. Process expense reports and reimbursement/payment requests.

All other duties as assigned by the School Administrative Officer, in coordination with the Faculty (10%)

  • Work with other departments and operating units to address day-to-day administrative and operational matters, and provide back-up support to other administrative personnel, as needed, to contribute to the efficiency and effectiveness of School operations.
  • Occasional proofreading of School and Institute materials.
Requirements:
  • Strong interpersonal skills; ability to interact with high-level executives and high-profile individuals as well as work cooperatively in a team environment
  • Strong organizational and time management skills
  • Ability to maintain confidentiality and exercise discretion
  • Ability to work independently, completing tasks accurately, with attention to detail, and in a timely manner
  • Excellent written, verbal communication, editing, and proofreading skills
  • Strong computer skills, including knowledge of Microsoft Office Suite and Google Suite, including word-processing, presentation, and spreadsheet
  • Basic web content editing skills (Drupal, Wordpress)
  • Familiarity with Zoom, Slack, Doodle, Dropbox and other administrative applications
  • Proficiency in Adobe Suite applications and InDesign

Supervisory Responsibilities

  • None

Education, Experience and Knowledge

  • Bachelor’s degree or equivalent required
  • Minimum two years administrative experience required
  • Prior experience in an academic setting preferred

Working Conditions

  • Must be able to remain in a stationary position for prolonged periods of time.

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