Administrative Assistant, Signal Kinetics

MIT•Cambridge, MA

25d•Hybrid

About The Position

Signal Kinetics at the Media Lab is seeking an Administrative Assistant to provide varied and complex administrative support to Professor Adib and the Signal Kinetics research group. This role involves monitoring all financial activities for the research group, including regular review of established budgets and spending with the Media Lab Finance team, and reporting to the group Director. The position also includes scheduling PI and group calendars, managing important deadlines, and coordinating meeting logistics such as room reservations, catering, setup, and cleanup. The assistant will maintain and update the group’s team and project web pages, triage inquiries to facilitate communication between faculty, staff, students, member companies, and guest speakers, and greet visitors while coordinating sponsor visits. Attendance at daily/weekly lab meetings and events is required, occasionally outside standard work hours for Asian member companies. Responsibilities also include assisting with award reporting by drafting documents and forms based on provided rubrics and published technical papers 2-3 times per year, and coordinating standard event logistics for up to 2 events held at MIT with varied attendance (30-85 people), webinar sessions, and occasional off-site events.

Requirements

High School diploma or equivalent
Three years of experience as an administrative assistant or related experience
Flexibility and an aptitude for handling a wide variety of duties
Ability to learn quickly and work with critical time demands
Strong organizational skills
Excellent verbal and written communications skills with demonstrated proficiency in English grammar and composition
Advanced computer skills including proficiency with Macintosh computers and Microsoft Office (Word, Excel, PowerPoint), and GSuite programs

Nice To Haves

Associate or bachelor’s degree
Experience in website development and maintenance
Experience in writing grants/proposals

Responsibilities

Monitor all financial activities for the research group, including working with the Media Lab Finance team to review established budgets and spending.
Report financial activities and spending to the group Director as needed.
Schedule PI and group calendars, including monitoring important deadlines.
Coordinate meeting logistics, which may include room reservations, catering, setup, and cleanup.
Maintain, update, and ensure the group’s team and project web pages are up to date.
Triage inquiries to facilitate communication between faculty, staff, students, member companies, guest speakers, etc.
Greet visitors and help coordinate sponsor visits.
Attend daily/weekly lab meetings and events, occasionally outside standard work hours.
Assist with award reporting, such as drafting documents/forms using criteria from provided rubric and published technical papers from the research group 2-3 times per year.
Assist with coordinating standard event logistics for up to 2 events held at MIT with varied attendance from 30-85 people, webinar sessions and an occasional off-site event.