Senior Administrative Assistant, HSI

MIT•Cambridge, MA

About The Position

Serves as the primary point of contact for HSI activities and communications, responding to inquiries with an in-depth understanding of HSI, Sloan, and Institute policies and procedures. Manages the Director's complex calendar, accommodating multiple calendars and competing priorities. Arranges complex domestic and international travel for the Director and HSI guests, prepares itineraries and trip materials, and processes travel reimbursements. Plans and coordinates HSI's high-profile events, including the Advisory Board meeting, the Healthcare Certificate ceremony, the annual HSI Lab workshop, the HSI seminar series, Healthcare Lab speaker sessions, and research lunches. Provides advanced administrative support for the MIT Sloan Healthcare Certificate, including student registration, tracking, auditing, marketing, and logistics. Monitors and reconciles HSI's sponsored research, gift, center, and discretionary fund accounts monthly, investigating and resolving accounting discrepancies, and performing projections for individual accounts.

Requirements

High school diploma or equivalent.
Minimum of five years' administrative, office, or related experience.
Advanced knowledge of administrative standards and processes.
Thorough understanding of how the work of the unit affects operations elsewhere at MIT and Sloan.
Demonstrated experience planning and executing high-profile events end to end, including venue, catering, speaker logistics, and on-site delivery.
Demonstrated experience monitoring and reconciling accounts, resolving discrepancies, and reporting on spend.

Nice To Haves

Bachelor's degree.

Responsibilities

Serve as the primary point of contact for HSI activities and communications.
Respond to inquiries requiring an in-depth understanding of HSI, Sloan, and Institute policies and procedures.
Manage the Director's complex calendar, accommodating multiple calendars and competing priorities.
Arrange complex domestic and international travel for the Director and HSI guests.
Prepare itineraries and trip materials and process travel reimbursements and related forms.
Plan and coordinate HSI's high-profile events, including the Advisory Board meeting, the Healthcare Certificate ceremony, the annual HSI Lab workshop, the HSI seminar series, Healthcare Lab speaker sessions, and research lunches.
Provide advanced administrative support for the MIT Sloan Healthcare Certificate, including student registration, tracking, auditing, marketing, and logistics.
Monitor and reconcile HSI's sponsored research, gift, center, and discretionary fund accounts on a monthly basis.
Investigate accounting discrepancies and resolve them.
Perform projections for individual accounts.