Senior Administrative Assistant

Position Overview

Under minimal supervision, performs complex and diverse administrative, financial, and event-planning duties in support of the Office of the Dean of the MIT Schwarzman College of Computing. Provides direct support to the Assistant Dean for Development, the Director of Communications, and the Director of Human Resources, as well as advanced administrative support for multiple programs and projects. Responsibilities include managing complex calendars and meetings, responding to and resolving inquiries, preparing correspondence and presentation materials, maintaining records and databases, monitoring budgets, processing financial transactions, and coordinating high-profile events and complex itineraries. Anticipates needs and initiates actions related to office operations that require knowledge of the Institute and its departments. This shared-support position requires the individual to coordinate activities within the Dean’s Office and across the College and to communicate proactively about priorities, workload, deadlines, and time management.

Principal Duties and Responsibilities

Administrative Support (45%):

• Schedules diverse and complex meetings, accommodating multiple calendars and competing priorities.
• Responds to inquiries requiring a broad understanding of the dean’s office and the College’s policies and procedures. Provide explanations and instructions to faculty, students, staff, donors, and visitors.  Ensures inquiries are addressed and resolved.
• Resolve complex problems, use discretion and knows who to contact in order to resolve issues and complete tasks.
• Researches and interprets a variety of situations, and determine appropriate course of action.  Resolution requires developing approaches based on understanding of precedents and past practices e.g., direct and escalate telephone inquiries.
• Composes and edit internal correspondence and documents.  Makes editorial changes in materials, including limited rewriting, tables, and graphics; and independently checks for accuracy of content  
• Writes content for and designs presentation materials, produces reports and charts as necessary. 
• Drafts work area materials such as briefings, newsletters, and other documents. May use desktop publishing software to produce work.
• Coordinates more complex mass mailings for high-profile events, conferences, retreats, and meetings, may include announcements from the Dean.
• Uses Web software to input, update and maintain web content.
• Maintains databases including using FileMaker Pro, Excel, and/or Access.
• Attends high-level meetings such as Advisory Board meetings and/or College AO meetings; record, interpret, draft, and distribute (pending approval) minutes from said meetings.
• Maintains electronic records for the various databases e.g. Under-recovery program, One-time PI status, late waiver requests, and serious search statistics.
• Create filing systems and monitor efficiency.  Initiate changes and updates to manuals and procedures for own area.  Coordinate and schedule interviews for initiatives such as the search process.
• Deals with confidential matters (e.g., payroll or salary information) using discretion and judgment.
• Assists with management of office and catering supply inventories.

Financial Support (25%):

• Develops, monitors and reconciles budgets.  Investigates and reconciles accounting statements, fixes discrepancies, performs projections for individual accounts.  Prepares and processes purchasing and accounting forms.   
• Monitors and order inventory.  Work within established supply budgets; select vendors, uses signature and purchasing authorization.  Is responsible for staying within budget and following budgetary guidelines.
• Pay invoices and prepare requisitions for purchase orders. 
• Interacts with students on reimbursement and procurement needs.

Event Planning and Logistics (30%):

• Plans and coordinates high-profile events, developing invitation lists with input from others, sends invitations, confirming attendees, arranging speakers, ordering food, and performing other administrative or analytic tasks to support the initiative
• Prepares complex itineraries for multiple constituents, including alumni, venture capitalist and donors.

Perform other related duties as required.

Supervision Received

Receives minimal supervision.

Supervision Exercised

None. May train and coordinate work of other office support staff, student employees and/or temporary staff.

Qualifications & Skills

• High School education or equivalent. Bachelor’s Degree preferred.
• A minimum of five years of administrative, office or related experience.
• Excellent interpersonal and communication skills and the ability to work effectively with others at all levels.
• Excellent organizational skills and the ability to handle multiple tasks simultaneously.
• Ability to demonstrate initiative, flexibility, and attention to detail; ability to work independently as well as part of a team.
• Ability to prioritize and problem solve.
• Proficiency in the Microsoft Office Suite, SAP, Filemaker Pro, Cognos, comfort with both PCs and Macs.
• Experience updating websites.
• Experience with arranging travel, paying invoices, ordering supplies, account reconciliations and expense reimbursements.
• Ability to maintain confidentiality with discretion and judgement.
• Ability to move and lift heavy objects up to 20lbs.
• Occasional nights and weekends may be required.
• Ability to function autonomously in a highly visible position.
• Exceptional analytical, problem solving, and critical thinking aptitude.
• Sensitivity to organizational dynamics and ability to collaborate with colleagues.
• Excellent grammar and proof-reading skills.
• Must be detail-oriented and able to handle diverse tasks concurrently in a fast-paced setting.
• Ability to identify and learn new programs and software as needed.

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.