Administrative Assistant 2, City Science
About The Position
ADMINISTRATIVE ASSISTANT 2, CITY SCIENCE , Media Lab , to provide complex administrative, financial, and operational support to the City Science research group as the operational hub supporting daily research activities in a fast-paced academic environment. Primary focus is finance, e.g., monitor budgets and expenditures; process purchasing, reimbursements, invoices, contracts, and independent contractor; maintain financial records, complete monthly Financial Review & Control; assist with administrative components of grant applications; manage PI and team calendars, meetings, and complex scheduling; triage and respond to internal and external communications; coordinate domestic and international travel, visas, itineraries, and expense reporting; serve as primary information resource for group; onboard new group members; draft routine correspondence and support day-to-day operations; support planning and coordination of the annual City Science Summit and other events; facilitate logistics for research projects, exhibitions, meetings, and demos; coordinate hiring and supervision of student workers and contractors; support academic activities, visiting students, UROPs, and deadlines; maintain research group website.
Requirements
- High School diploma or equivalent
- a minimum of three years administrative or related experience
- strong organizational, communication, and customer service skills
- high attention to detail, discretion, and ability to manage competing priorities
- proficiency with Google Workspace and comfort learning new tools
Nice To Haves
- Associate or Bachelor’s degree
- experience in academic or research environments
- familiarity with MIT systems
- website, social media, or additional language skills
Responsibilities
- monitor budgets and expenditures
- process purchasing, reimbursements, invoices, contracts, and independent contractor
- maintain financial records
- complete monthly Financial Review & Control
- assist with administrative components of grant applications
- manage PI and team calendars, meetings, and complex scheduling
- triage and respond to internal and external communications
- coordinate domestic and international travel, visas, itineraries, and expense reporting
- serve as primary information resource for group
- onboard new group members
- draft routine correspondence and support day-to-day operations
- support planning and coordination of the annual City Science Summit and other events
- facilitate logistics for research projects, exhibitions, meetings, and demos
- coordinate hiring and supervision of student workers and contractors
- support academic activities, visiting students, UROPs, and deadlines
- maintain research group website
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
