Administrative Assistant, Nano-Cybernetic Biotrek

MIT • Cambridge, MA

38d • Hybrid

About The Position

ADMINISTRATIVE ASSISTANT, NANO-CYBERNETIC BIOTREK, Media Lab , to provide complex administrative, financial, and operational support to the Nano-Cybernetic Biotrek research group as the operational hub supporting daily research activities in a fast-paced academic environment. Primary focus is finance, e.g., r esponsible for monitoring all financial activities for the research group working with Media Lab financial officer to review established budgets (income and spending) regularly and report back to professor as needed; handle all financial transactions for the research group according to Media Lab; maintain records of overall totals and breakdown (by lab member) of outside facility usage and charges for outside facilities at MIT and other locations. Administrative, e.g., assist with scheduling professor’s calendar, research demos, member visits, and monitor important deadlines; maintain and update professor’s CV and bio sketches; draft correspondence, proofread and edit documents, such as letters of recommendation; handle and respond to email as directed by professor, or re-direct as appropriate; serve as information resource and facilitate communication with professor, students, group members, and researchers. A full job description is available at media.mit.edu.

Requirements

• High School education or equivalent
• A minimum of three years of office experience as an administrative assistant, or related experience
• Ability to work collaboratively and effectively with a creative and diverse group of people
• Attentive to details with accuracy, resourceful and flexible, an individual who can concurrently handle competing priorities with calm efficiency fast-paced, open-office environment
• Exercises sound judgment with the ability to proactively anticipate needs, able to quickly and satisfactorily solve sensitive problems
• Diligent, responsible, ready to work
• Flexibility and an aptitude for handling a wide variety of duties
• Confidential, discreet, diplomatic
• Ability to learn quickly and work with critical time demands
• Strong organizational and customer service skills
• Possess excellent verbal and written communications skills with demonstrated proficiency with English grammar and composition and excellent proofreading and editing skills
• Excellent computer skills including proficiency with Microsoft Office (Word, Excel) and Gmail and GoogleDocs, and comfortable using new software

Nice To Haves

• Associate’s or Bachelor’s degree
• MIT business apps: Microsoft Office, B2P, SAPgui, Concur, Google workspace, Dropbox

Responsibilities

• Monitoring all financial activities for the research group
• Working with Media Lab financial officer to review established budgets (income and spending) regularly and report back to professor as needed
• Handling all financial transactions for the research group according to Media Lab
• Maintaining records of overall totals and breakdown (by lab member) of outside facility usage and charges for outside facilities at MIT and other locations
• Assisting with scheduling professor’s calendar, research demos, member visits, and monitor important deadlines
• Maintaining and updating professor’s CV and bio sketches
• Drafting correspondence, proofreading and editing documents, such as letters of recommendation
• Handling and responding to email as directed by professor, or re-direct as appropriate
• Serving as information resource and facilitate communication with professor, students, group members, and researchers

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED