Administrative Assistant
Company: MIT Media Lab
Location: Cambridge
Posted on: May 25, 2023
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Job Description:
The MIT Center for Constructive Communication (CCC) brings
together more than 50 researchers in AI, computational social
science, digital interactive design, and learning technologies with
software engineers, journalists, civic designers, and community
organizers to understand and address deepening societal
fragmentation. We seek a Sr. Administrative Assistant who will be
the director's primary administrative assistant. The ideal
candidate has Executive support experience, with a keen desire to
handle complex 1 on 1 support. The successful candidate will be a
motivated self-starter with superior interpersonal skills to handle
complex administrative responsibilities of the director under
minimal supervision. The Sr. Administrative Assistant will develop
an understanding of the Center's research, relationships, funding,
and ecosystem in support of the overall enterprise. The Sr.
Administrative Assistant must be able to interact effectively with
a diverse community comprised of researchers, students,
collaborators, industry members, and visitors; both exercise
independent judgment and work within a team-oriented and
no-job-is-too-small culture; analyze and interpret widely varying
situations; anticipate needs; be comfortable working in a
demanding, fast-paced environment with the ability to work on
multiple tasks concurrently, shift tasks quickly and successfully
balance and prioritize workload. Responsibilities: Manage a highly
complex calendar, including independently prioritizing requests for
Director's time. Coordinate arrangements for multiple meetings and
maintain files for easy access to background material, provide
briefs and agendas for daily schedule. Prepare materials such as
research on bios to reporting on the meetings for advisory and
sponsor meetings and maintain filing. Ensure due dates and
timelines are communicated and followed-up on. Represent Director
to high-level internal and external constituents. Utilizing
knowledge of the Center's research and relationships, answer
questions and determine appropriate course of action for sensitive
issues and matters of significance that may have high visibility
within Center, MIT, and external to the Institute. Attend Center
meetings and other meetings as needed keeping track of action items
and follow up. Main point of contact between senior staff in
keeping them up-to-date about the director's commitments, both
internal and external. Anticipate the director's needs, perform
general administrative duties for Director, including triage of
communications directed to him, respond, re-direct, and prioritize
requests, prioritize and re-route mail for action, etc. Learn and
manage a vast network of contacts. Establish and maintain
influential and strategic relationships with internal and external
contacts. On behalf of the Director, keep all personal information
updated, e.g., biographical data, C.V. Coordinate meetings chaired
by the Director; attend and prepare materials for meetings and
follow up on action points as required including logistics. Manage
ad hoc and special events and projects as requested by the Director
including agendas and schedules of individual visitors and
delegations from industry, corporate sponsors, foundations, and
other universities. Research, draft, edit and/or proofread
correspondence and other written material such as recommendation
letters for both internal and external audiences, including
responding independently. Coordinate complex travel arrangements
for meetings, develop itineraries, organize and submit
documentation for reimbursement - including travel for Director's
guests. Coordinate and field speaking and appearance requests along
with logistics, communication, tracking, preparing the director
with supporting documents, etc. Ensure Center website general pages
are up to date. Provide back up assistance, as needed, on financial
activity such as reimbursements, purchasing, etc. Other duties as
assigned. REQUIRED: High school diploma or its equivalent; At least
five years of experience in an administrative setting; Ability to
proactively engage and anticipate needs; Handle multiple tasks
concurrently and set priorities, and meet deadlines; Demonstrated
proficiency with English grammar and composition; excellent
editing/proofreading skills; attention to detail with extreme
accuracy; Consistent and diligent, excellent judgment; strong
critical thinking and problem solving skills; ambitious and takes
ownership in everything they do; Well-developed organizational
skills; Strong email management skills; Proficiency with Google
applications (GoogleDoc, Google Sheets, etc.), Apple Keynote,
Microsoft Office, Excel, Word, PowerPoint, Outlook, and Adobe.
PREFERRED: At least five years of experience working with C-suite
managers; A bachelor's degree in business administration and
management, communications or public relations or similar;
Experience with SAPgui, Concur, and Dropbox. This position is 40
hours/week Monday-Friday. To apply, please visit MIT's careers page
and search for job ID number #22703 (Cover Letter Required)
Employment Type: Full Time Years Experience: 5 - 10 years
Bonus/Commission: No
Keywords: MIT Media Lab, Cambridge , Administrative Assistant, Administration, Clerical , Cambridge, Massachusetts
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