Office Manager and Executive Assistant to the Director

MIT • Cambridge, MA

1d

About The Position

OFFICE MANAGER AND EXECUTIVE ASSISTANT TO THE DIRECTOR , Museum , provides critical administrative oversight for the MIT Museum, a 70+ person DLC; offers primary administrative support to the Mark R. Epstein (Class of 1963) Director of the MIT Museum, supervises the Administrative Assistant I (AAI); provides key financial processing; supports the Director of the MIT Museum at the highest level of discretion and professionalism, prioritizing issues that require the Director’s involvement, while managing complex calendar needs, travel schedules, communication with key Museum stakeholders, and preparation for meetings and presentations; provides overall direction and oversight of administrative functions, including the development and implementation of guidelines to better align the Museum administrative areas; provides recommendations for appropriate course of action; reconciles monthly financial accounts and creates and contributes to budget reports for the Directors Discretionary Budget; provides guidance on available resources and budgeting strategy; assists Leadership Team in advancing strategic priorities by preparing agendas, briefing documents, talking points, and drafting summaries when necessary; supervises an Administrative Assistant 1, maintaining a high level of service for the team through appropriate planning for administrative projects and priorities; guides the Administrative Assistant I in their support of the calendar, travel and communication needs of the Deputy Director & Director of Engagement; oversees AAI’s creation of invoices and processes of payments including travel and expense reports through MIT’s financial system, most regularly for the Director; serves as ProCard verifier for a discrete set Museum staff who are ProCard holders; and supports the Administrative Assistant I on maintenance of the Administrative Services budget.

Requirements

• Bachelor’s degree in a related field or minimum of two years of project management or administrative experience or that includes secretarial, office and financial responsibilities
• Strong customer service orientation
• Excellent project management, organizational, time management, communication, problem solving, and interpersonal skills
• Proficiency with Microsoft and Google platforms and comfort with online databases and new software
• Ability to work both independently with limited supervision and as part of a team
• Ability to deal with confidential information and/or issues using discretion

Nice To Haves

• Relevant degree
• Management experience
• MIT experience including with MIT’s financial systems (SAP, Concur, Coupa, Atlas)
• Experience with Airtable and Hubspot
• May include occasional evening and weekend hours.

Responsibilities

• Provides critical administrative oversight for the MIT Museum
• Offers primary administrative support to the Director of the MIT Museum
• Supervises the Administrative Assistant I (AAI)
• Provides key financial processing
• Supports the Director at the highest level of discretion and professionalism
• Manages complex calendar needs, travel schedules, and communication with key Museum stakeholders
• Prepares for meetings and presentations
• Provides overall direction and oversight of administrative functions
• Develops and implements guidelines to better align the Museum administrative areas
• Provides recommendations for appropriate course of action
• Reconciles monthly financial accounts and creates and contributes to budget reports
• Provides guidance on available resources and budgeting strategy
• Assists Leadership Team in advancing strategic priorities
• Oversees AAI’s creation of invoices and processes of payments
• Serves as ProCard verifier for a discrete set Museum staff
• Supports the Administrative Assistant I on maintenance of the Administrative Services budget

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level