Administrative Assistant 2

MIT•Cambridge, MA

About The Position

The Administrative Assistant 2 provides comprehensive administrative, event, and office support to the Executive Assistant and Dean in the School of Engineering Dean’s Office. The role supports meetings and events, manages office and conference-room operations, assists with financial and purchasing transactions, coordinates scheduling and travel, and provides professional service to guests and colleagues. The position also supports business process improvements and handles confidential matters with discretion.

Requirements

High school diploma or equivalent.
Minimum of three years of administrative, office, or related experience.
Excellent interpersonal, communication, organizational, proofreading, and word-processing skills.
Proficiency with Microsoft Office.
Ability to manage multiple priorities and meet deadlines.
Ability to work independently and collaboratively.
Sound judgment and discretion.
Ability to remain calm under pressure and learn new software.
Experience arranging travel, processing invoices, and ordering supplies.

Responsibilities

Coordinate and support Dean’s Office meetings and events, including Engineering Council, special visits, SAGE/Grad SAGE, DAC, luncheons, and strategic initiatives.
Reserve event space, schedule presenters, order refreshments, prepare materials, manage invitations and RSVPs, and provide onsite event support.
Serve as an information resource on event and room-use policies.
Manage conference-room calendars, booking procedures, and access.
Receive guests and provide professional front-office support.
Maintain common spaces, conference rooms, kitchen areas, and Dean’s Office suites.
Submit Facilities work orders and follow up on them.
Respond to inquiries requiring knowledge of Dean’s Office and School policies and procedures.
Answer phones, distribute mail, photocopy, conduct searches, and provide clerical support.
Order supplies and equipment.
Process journal vouchers, requisitions, purchase orders, invoices, Procurement Card transactions, FRCs, and travel reimbursements.
Compose and edit correspondence and documents.
Create PowerPoint presentations using SoE branding.
Coordinate mailings and event communications.
Schedule appointments, meetings, and domestic and international travel.
Provide backup support for the Dean’s calendaring and other administrative assistants.
Assist with orienting staff and visitors.
Maintain filing systems.
Troubleshoot office technology issues with IS&T.
Support business process improvements.
Handle confidential matters with discretion.