Administrative Assistant 3

　　Job Number: 23620

　　Functional Area: Office Support

　　Department: MIT Quest for Intelligence

　　School Area: Schwarzman College of Computing

　　Employment Type: Full-time (Hybrid)

　　Employment Category: Non-Exempt

　　Visa Sponsorship Available: No

　　Schedule:

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　　Job Description

　　ADMINISTRATIVE ASSISTANT 3, MIT Quest for Intelligence (https://quest.mit.edu/) , to undertake complex and diverse duties, including providing executive-level assistance to the director and executive director. Will perform all administrative matters related to the director’s calendar and meetings, schedule events, prepare documents, and coordinate travel. Responsibilities include supporting the faculty director and executive director’s complex calendars; managing travel for the organization and processing travel reimbursements; scheduling meetings with high-level external donors; answering and/or directing policy questions; attending and handling the minutes and logistics for high-level meetings; independently answering routine correspondence; editing and proofreading correspondence/reports/memorandums/presentations; assisting with fundraising events and interacting with sponsors/donors; scheduling lab activities; assisting with orienting new students, staff, and visitors; assisting with planning and coordinating high-profile events and complex initiatives, including ordering refreshments for department meetings and functions; monitoring/ordering supplies and equipment, selecting vendors, and processing journal vouchers/requisitions/purchase orders using SAP; and performing other duties as requested.

　　Job Requirements

　　REQUIRED: high school diploma or its equivalent; at least five years’ administrative, office, or related experience; excellent organizational, interpersonal, project management, customer service, and verbal and written communication skills; meticulous attention to detail; discretion and judgment with confidential information; experience managing complex calendars, travel arrangements, and logistics for meetings/events; and advanced-level technical and computer skills, including proficiency with Microsoft Office, Adobe Acrobat, and shared document environments (e.g., SharePoint, Dropbox, and Google docs). Must be able to multitask in a fast-paced work environment with changing priorities, demanding time frames, and limited supervision; and effectively communicate with all levels of faculty, staff, and students. PREFERRED: bachelor’s degree; administrative experience at a higher education institution, preferably MIT; and experience working for senior leaders. Job #23620-6Must be available to work some evenings and weekends as needed.Employment is contingent upon the completion of a satisfactory background check.1/18/24