Administrative Assistant 2

Massachusetts Institute of Technology - Cambridge, MA

Full-time

Cambridge, MA

Educational Services

About the position

The Administrative Assistant 2 position at the Massachusetts Institute of Technology (MIT) involves providing comprehensive administrative support to faculty members and their research groups within the Chemical Engineering department. This role is designed to assist with various administrative, academic, operational, and financial tasks, ensuring smooth departmental operations and effective communication among faculty and staff.

Responsibilities

• Provide administrative support to faculty members and their research groups.
• Serve as the backup administrative point of contact for assigned faculty portfolio.
• Assist with class materials preparation and travel arrangements.
• Prepare expense reports and manage complex calendar schedules for faculty.
• Coordinate logistics for large- and small-scale events and meetings.
• Perform basic library and web searches as needed.
• Assist with financial review and control processes, including reimbursements and Pro-Card charge reconciliation.
• Support HR staff with academic appointments and grant-related materials preparation.
• Maintain web pages and databases for departmental needs.
• Provide coverage for headquarters during staff vacations or absences.

Requirements

• High school diploma or its equivalent.
• Three years of administrative experience.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, FileMaker, and Outlook).
• Ability to identify and learn new programs/software as needed.
• Attention to detail and quality.
• Excellent organizational and communication skills.
• Ability to interact with diverse groups of people and exercise good judgment.
• Demonstrate flexibility and work independently as well as part of a team.
• Ability to handle multiple tasks concurrently and maintain discretion with confidential information.

Nice-to-haves

• Bachelor's degree.
• Proficiency with SAP and Dropbox.
• Event planning experience.
• Experience working at MIT.

Benefits

• Hybrid work schedule eligibility based on performance and department needs.