Administrative Assistant 2, Lifelong Kindergarten

MIT•Cambridge, MA

About The Position

ADMINISTRATIVE ASSISTANT 2, LIFELONG KINDERGARTEN , Media Lab , to provide high-level administrative, financial, travel, and event support to the Director of the Lifelong Kindergarten research group, senior research staff, and approximately 15 researchers and students in a fast-paced academic research environment. Primary focus is finance, e.g., monitor and manage group budgets and spending; handle purchasing, reimbursements, invoices, contracts, and subcontractor payments; maintain accurate financial records, complete monthly Financial Review & Control; serve as administrative contact for grant subcontractors and contract renewals; primary information and communication resource for group; manage calendars, schedule meetings, demos, guest visits; draft, proofread, and manage correspondence/documents; coordinate on- and off-boarding for group; maintain group websites, supplies, timesheets, files; manage domestic and international travel for faculty, including visas, itineraries, expense reports; assist group members with travel arrangements and reimbursements; support planning and logistics for group events, meetings, and sponsor visits; coordinate space reservations, catering, AV services, travel, and reimbursements for speakers and guests.

Requirements

High school diploma and a minimum of three years of administrative experience supporting senior leaders
Strong financial, organizational, and multitasking skills with exceptional attention to detail
Excellent written, verbal, and interpersonal communication skills
Proficiency with MS Office, Google Workspace, Slack, and virtual meeting tools
Ability to work independently, exercise discretion, and manage competing priorities

Nice To Haves

Bachelor’s degree
Experience with sponsored research, academic environments, and MIT business systems

Responsibilities

Monitor and manage group budgets and spending
Handle purchasing, reimbursements, invoices, contracts, and subcontractor payments
Maintain accurate financial records, complete monthly Financial Review & Control
Serve as administrative contact for grant subcontractors and contract renewals
Primary information and communication resource for group
Manage calendars, schedule meetings, demos, guest visits
Draft, proofread, and manage correspondence/documents
Coordinate on- and off-boarding for group
Maintain group websites, supplies, timesheets, files
Manage domestic and international travel for faculty, including visas, itineraries, expense reports
Assist group members with travel arrangements and reimbursements
Support planning and logistics for group events, meetings, and sponsor visits
Coordinate space reservations, catering, AV services, travel, and reimbursements for speakers and guests