Administrative Assistant II

4 days ago


Cambridge, Massachusetts, United States TalentBurst, an Inc 5000 company Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Assistant II to join our team at TalentBurst, an Inc 5000 company. This is a temporary position with the possibility of extension or conversion.

Key Responsibilities
  • Set up and administer systems and processes for a department.
  • Prepare documents for articles, cases, and presentations, including proofreading, formatting exhibits and citations.
  • Provide administrative support to faculty members, including preparing handouts for class, coordinating arrangements for class visitors, and participating in proctoring exams.
  • Coordinate audiovisual support for the classroom as needed.
  • Manage complex calendars, scheduling appointments with students and others, making room and catering arrangements as necessary, and preparing documents for meetings.
  • Prepare itineraries and documents to facilitate faculty travel, assess different itineraries for cost, convenience, and faculty preferences, and arrange for travel visas.
  • Process expense reimbursements in a timely and accurate manner.
  • Maintain accurate and organized electronic and paper files for faculty, practice careful version control of all documents with logical naming conventions, and greet visitors as primary contact on faculty member's behalf.
  • Respond to phone calls, faxes, voicemail, and emails in a timely manner, and order office supplies.
Requirements
  • Intermediate or better proficiency in MS Office, and willingness to learn Harvard systems.
  • Ability to work quickly and efficiently, with a high level of accuracy and attention to detail.
  • Excellent communication and interpersonal skills, with the ability to work effectively with faculty members, students, and other staff.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
Working Conditions

This is a temporary position with the possibility of extension or conversion. The work schedule is 35 hours per week, with some flexibility to accommodate the needs of the department.

The successful candidate will thrive in a committed and collaborative community that encourages creativity and values novel approaches to solving problems, and continually builds upon best-practices and lessons learned.



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