Administrative Assistant 2

2 days ago

Cambridge, United States Massachusetts Institute of Technology Full time

Administrative Assistant 2

  • Job Number: 24668

  • Functional Area: Office Support

  • Department: Center for Advanced Urbanism

  • School Area: Architecture & Planning

  • Employment Type: Full-time (Hybrid)

  • Employment Category: Non-Exempt

  • Visa Sponsorship Available: No

  • Schedule:

Email a Friend Save Save Apply Now

Posting Description

MIT’s Norman B. Leventhal Center for Advanced Urbanism is seeking an Administrative Assistant II to provide varied and complex support for the center. We seek a flexible team player who has the ability to multitask in a fast-paced work environment with changing priorities.

●Schedules complex appointments, meetings, and domestic and international travel arrangements. Prepares complex itineraries for multiple constituents, and processes travel reports.

●Handles financial activities including purchasing, expense tracking and monthly reconciliation according to MIT procedures and compliance policy.

●Coordinates and arranges meetings, workshops, and conferences, including logistics such as securing space and initiating and coordinating online conferencing. Assists with the coordination of major events and hosting external visitors as needed, such as booking rooms, ordering refreshments, room setup and breakdown, coordinating vendors and travel.

●Serves as liaison between students, staff and faculty on group activities, travel, purchasing, etc., requiring broad understanding of work-area policies and procedures.

●Composes and edits correspondence and other documents. Makes editorial changes in materials, including limited rewriting, and/or creating tables and graphics; and independently checks for accuracy of content by referencing a variety of sources. Independently replies to correspondence when appropriate. Gathers materials and proofs content for center newsletters and social media.

●Maintains contact databases and office equipment inventory.

● Maintain, and follow a calendar of web and social media updates.

●Acts as the primary point of contact for general inquires and requests made in the office

●Performs other duties as requested

This is a two-year appointment with the possibility of renewal dependent upon funding and progress.

Job Requirements

High school diploma or its equivalent; at least three years of administrative, office, or related experience.

Excellent interpersonal skills for interacting with a diverse group of researchers, students, sponsors, and administrators; excellent writing, editing/proofreading skills; attention to detail; excellent organizational, analytical, and problem-solving skills; demonstrated sound judgment and ability to make decisions indepenently; proficiency with MS Office (Word, Excel); and ability and willingness to quickly master new software programs as necessary. Advanced knowledge of standards and processes in financial tracking and administrative best practices.

Deals with confidential information and/or issues using discretion and judgment.

***Employment is contingent upon the completion of a satisfactory background check

PREFERRED EDUCATION AND EXPERIENCE:

Bachelor's degree; interest in architecture, urban planning, urban design or a related discipline; experience with simple website and social media updates. and experience with MIT business apps, i.e., SAPgui, Concur, Google Workspace, and Dropbox, and experience at MIT.

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