Executive Assistant to Presidential Advisor, Science and Technology Policy

MIT•Cambridge, MA

About The Position

The Executive Assistant to the Presidential Advisor, Science and Technology Policy, in the Office of the President, provides high-level administrative support to the Presidential Advisor and administrative support to the Vice President for Government Affairs when that person is on the Cambridge campus. The role manages day-to-day office operations and coordinates complex calendar management, intricate domestic and international travel, and multifaceted meeting logistics and materials. The Executive Assistant manages correspondence and composes and edits documents, presentations, and reports; anticipates needs and helps advance the Presidential Advisor’s priorities; tracks action items and commitments; and represents the Presidential Advisor to senior stakeholders. The position also processes travel expense reports and vendor payments, prepares purchase orders, maintains financial records, coordinates events, and works on special projects as needed. The role requires discretion, judgment, and confidentiality.

Requirements

High school diploma or equivalent.
At least seven years of administrative, office, or related experience.
Ability to anticipate the needs of the office and act strategically.
Excellent interpersonal, organizational, time-management, project-management, writing, and communication skills.
Ability to build and maintain strong relationships with all levels of the Institute and the external community.
Good judgment, tact, and discretion with sensitive and confidential information.
Ability to work well under pressure while handling multiple tasks simultaneously.
Advanced-level computer skills, including proficiency with Microsoft Office, SAP, and Concur.
Ability to work in different platforms and learn various technologies.

Nice To Haves

Proficiency using a Mac.
Bachelor’s degree.
Experience working with C-suite executives within a large organization or university environment.
Ability to work independently and function effectively as a member of a team.

Responsibilities

Provide high-level administrative support to the Presidential Advisor, Science and Technology Policy.
Provide administrative support to the Vice President for Government Affairs when on the Cambridge campus.
Manage day-to-day operations of the office.
Coordinate complex calendar management, domestic and international travel, and logistics and materials for meetings.
Manage correspondence and compose and edit documents, presentations, and reports.
Anticipate office needs and help move the Presidential Advisor’s priorities forward.
Track action items and commitments.
Represent the Presidential Advisor to senior stakeholders.
Process travel expense reports and vendor payments, prepare purchase orders, and maintain financial records.
Coordinate events and work on special projects as needed.
Use discretion and judgment when handling sensitive and confidential information.