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Massachusetts Institute of Technology Administrative Assistant 3 in Cambridge, Massachusetts

Administrative Assistant 3

  • Job Number: 21462

  • Functional Area: Office Support

  • Department: Nuclear Science and Engineering

  • School Area: Engineering

  • Employment Type: Full-Time

  • Employment Category: Non-Exempt

  • Visa Sponsorship Available: No

  • Schedule:

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    Information on MIT’s COVID-19 vaccination requirement can be found at the bottom of this posting.

ADMINISTRATIVE ASSISTANT 3, Nuclear Science and Engineering, to provide high-level and complex administrative support to the department head and associate department head. Responsibilities include keeping complicated calendars; preparing materials for faculty appointment, promotion, and tenure cases; planning and coordinating meetings, seminars, conferences, sponsor visits, and other events; providing support for important visitors; coordinating travel arrangements and preparing travel reports; handling aspects of project direction, administration, and day-to-day operations; developing and using comprehensive knowledge of organization policies/practices to interpret policies, answer questions, and make recommendations; and performing related duties as requested.

Job Requirements

REQUIRED: high school diploma or its equivalent; at least five years of relevant administrative experience; excellent interpersonal, organizational, customer service, proofreading, and editing skills; proficiency with Microsoft Office, Adobe Acrobat, online calendar software, web-based searches, and shared document environments such as Dropbox and Google docs; ability to master new software/programs quickly; basic understanding of accounting processes around billing and invoicing; experience planning meetings and events; and proven experience working within a budget. Must be able to multitask by setting and managing a number of priorities/tasks in parallel in a busy, fast-paced environment with changing priorities, demanding time frames, and limited supervision; anticipate needs and remain flexible despite frequent interruptions; work both independently and as part of a team; effectively communicate with all levels of faculty, staff, and students; provide high-quality customer service; and maintain the utmost discretion when dealing with highly confidential information. PREFERRED: bachelor's degree and MIT experience. Job #21462-66/23/22