Administrative Assistant 2 Jobs

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ADMINISTRATIVE ASSISTANT II, Schwarzman College of Computing-Institute for Data Systems and Society (IDSS), to perform complex and diverse administrative, financial, and event planning duties in support of the (faculty) director and director of administration and finance. Administrative duties include managing a very active calendar; coordinating meetings, events, and presentations; editing and proofreading correspondence, reports, presentations, and recommendation letters; website maintenance; anticipating and initiating actions regarding office operations; serving as the initial point of contact for director’s visitors; and managing faculty searches and promotion cases in partnership with home departments. Financial duties include working closely with IDSS financial team (and LIDS as needed) to assist with spending on research projects and discretionary accounts and processing accounting transactions (e.g., travel reports, RFPs, purchase requisitions). Event planning and logistical duties include coordinating domestic/international travel; providing travel itineraries and processing travel expenses using Concur; coordinating high-profile events/seminars/workshops for MIT-related events outside of the department (e.g., preparing agenda, presentation, invitations, and materials; and arrange space, food, and presentation needs, etc.); organizing weekly faculty lunches (e.g., inviting and tracking speakers, ordering food, and AV set up); and preparing complex itineraries for multiple constituents, including external collaborators.

Job Requirements

REQUIRED: high school diploma or its equivalent; three years’ administrative, office, or related experience; attention to detail; and advanced-level computer software skills, including proficiency with MS Office, desktop publishing and database and web software (e.g., WordPress), and familiarity with multiplatform operating systems (Macintosh and PC). Seek an organized, results-oriented professional with excellent office management, interpersonal, and communication skills who can work independently with minimal supervision and collaborate as part of a team. PREFERRED: bachelor’s degree and MIT experience. Job #22653-5