Executive Assistant

Position Overview

Reporting to the Dean and Assistant the Dean for Administration, the Executive Assistant is responsible for providing complex administrative support for the Dean of the MIT Schwarzman College of Computing.  The College is an interdisciplinary hub for computer science, artificial intelligence, data science, and related fields, with extensive ties across MIT.  This service-oriented role is central to the College’s continued development. 

The Executive Assistant independently initiates, organizes, and implements systems and procedures to efficiently manage the Dean’s activities including special projects, reports and presentations.  This position plans and coordinates Dean’s meetings and high-profile events, manages competing deadlines within budget, and exercises sound judgement on sensitive matters.  The role requires comprehensive knowledge of organization policies and practices in order to interpret policies, answer questions, and make recommendations.  The Executive Assistant may also support the Assistant Dean for Administration, Associate and/or Deputy Deans as needed.

Principal Duties and Responsibilities

• Manages and schedules the Dean’s calendar, including more than 300+ appointments per month and 2-4 domestic or international trips per month.
• Balances multiple calendars and competing priorities, and serve as a gatekeeper to protect the Dean’s time.
• Manages all travel arrangements, including itineraries, logistics, and expense documentation.
• Represents the Dean to high-level internal and external constituents. 
• Answers policy questions and determines appropriate course of action for sensitive issues and matters of significance that may have Institute-wide visibility and potential cost repercussions or directs to the appropriate person/office.
• Attends high-level meetings; records, interprets, drafts, and distributes minutes.  Develops meeting agendas as needed.
• Establishes and maintains influential and strategic relationships.
• Works closely with the Assistant Dean for Administration on the meeting agendas for Computing Council and Extended Computing Council.
• Provides research and analysis to prepare briefing materials for the Dean.
• Manages multiple tasks with competing deadlines. Responds to routine & non-routine inquiries regarding the College and campus operations, policies and procedures. Forwards situations and issues presented by staff, faculty and external constituents to appropriate staff members for resolution.
• Provides administrative and technical assistance on a wide range of special projects as assigned by Dean and Assistant Dean for Administration.
• Directs the daily administrative operations of the Dean’s office; functions as a work leader to oversee assignments and be a resource to the Dean’s office administrative assistants.
• Responds to a wide variety of inquiries from faculty and staff.
• Uses multiple computer applications to support key administrative functions.
• Manages the Dean’s task list and follow up activities to assure timely completion of projects.
• Collects and prepares information for use in discussions, meetings of senior leadership and external individuals.
• Manages correspondence and other important documents and reports for the Dean.
• Identifies projects to improve operations of business processes, develops and implements action plan.
• Composes and edits internal and external correspondence and documents, conducts research for complex projects and utilizes independent judgment.
• Provides logistical support of Dean’s Office meetings and events i.e. space, A/V, catering for events, luncheons, dinners, conferences, campus visitors.
• Responds to complex telephone and email inquiries, using discretion and judgment.
• Proofread faculty promotion case submissions.
• Opens and sorts dean’s mail, prioritizing and calling attention to important and timely matters.
• Plans and coordinates high-profile events and complex initiatives.
• Acts as an integral member of the dean’s office team, helping out as needed on projects and coverage.
• Anticipates the needs of the office and takes action proactively, thinking creatively and strategically, when problem solving
• Develop and maintain databases; process credit card purchases, expense reports and reimbursements.
• Collaborate with academic departments and other dean’s offices across MIT to create the MIT Schwarzman College of Computing’s annual academic year calendar, including faculty promotion review meetings, shared faculty annual check-ins, the College’s annual retreat, and regularly scheduled Computing Council meetings.
• Serve as a point of contact for faculty promotion matters, collaborating with academic departments, other dean’s offices, and the Faculty Governance Administrator to address questions, coordinate logistics, and triage issues in consultation with the College’s Assistant Dean for Administration, as appropriate.

Supervision Received

Receives limited supervision from Dean and Assistant Dean for Administration. Employee sets own goals and determines how to accomplish results with few or no guidelines to follow; Dean and Assistant Dean for Administration provide broad guidance and overall direction.

Supervision Exercised

None.

Qualifications & Technical Competencies

• Requires strong organizational and interpersonal skills and ability to handle a pressured, multi-task work environment with changing priorities and limited supervision.
• Advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on PowerPoint, Excel and database skills, electronic calendar management, various videoconferencing applications such as Zoom, etc., and email applications. Must have a willingness to adapt to and learn new systems as needed.
• Excellent project management skills, strong attention to detail, and ability to multi-task with demanding timeframes.
• Excellent writing skills.
• Strong analytical/problem-solving skills using sound judgment within policy parameters.
• Provides high quality customer service orientation.
• Strong communication and interpersonal skills to communicate effectively with all levels of staff; both verbally and in writing, with excellent editing and proofreading ability.
• Exceptional ability to work independently and as a team member.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Diplomacy, professional appearance and demeanor, and excellent attendance. Accuracy, unflappability, and an eye for detail are essential, as is the ability to problem solve and work independently and cross-functionally.
• Requires comprehensive skill and knowledge of organization policies and practices in order to interpret and determine appropriate course of conduct effectively and appropriately within the institution.
• Must be able to work independently with minimal supervision and as part of a team, as well as work across departments and with a variety of projects and constituencies
• Requires flexibility in hours. Must be available to work some evenings and weekends, as needed.
• Perform other related duties as required.

Education and Related Experience

A Bachelor’s degree preferred and at least seven years of related experience.

Please note that only applications submitted via the official MIT Career Portal will be considered. 

Employment is contingent upon the completion of a satisfactory background check.