Administrative Assistant 2

MIT•Cambridge, MA

About The Position

The Administrative Assistant II provides comprehensive administrative support to professors with teaching responsibilities and large, active research groups in the Research Laboratory of Electronics. The groups interact with students, sponsors, researchers, other faculty, and Research Laboratory of Electronics Headquarters staff. The role supports multiple programs and projects and responds to inquiries that require an in-depth understanding of the work area and MIT policies and procedures. Inquiries may be complex and require research. The assistant takes ownership of inquiries, provides explanations and instructions, and ensures they are addressed and resolved. The position also prepares and edits correspondence and other documents, independently checks content accuracy using various sources, researches and gathers information, and drafts work-area materials such as briefings and newsletters.

Requirements

High school education or equivalent.
At least three years of administrative support, office, or related experience.
Strong organizational skills and fastidious attention to detail.
Ability to prioritize, anticipate, and initiate administrative tasks.
Strong customer service orientation.
Strong interpersonal skills and work ethic.
Ability to build relationships within the lab, with colleagues, and with Research Laboratory of Electronics Headquarters staff.

Nice To Haves

Bachelor’s degree.
Thorough understanding of MIT administrative processes.

Responsibilities

Make travel arrangements and manage contacts for professors.
Handle procurement and complex calendar management.
Update professors’ CVs and prepare course materials and other documents.
Guide and coordinate travel for students, visitors, and professors.
Process reimbursements and complete travel expense reports.
Monitor deadlines.
Provide administrative support for multiple programs and projects.
Respond to complex inquiries requiring research and knowledge of the work area and MIT policies and procedures; provide explanations and instructions, take ownership, and ensure resolution.
Compose correspondence and other documents; make editorial changes, including limited rewriting, tables, and graphics.
Check document content for accuracy using a variety of sources, and research and gather information.
Independently reply to correspondence when appropriate.
Draft work-area materials, including briefings and newsletters.