Administrative Assistant 2

• Job Number: 23889

• Functional Area: Administration

• Department: Research Laboratory of Electronics

• School Area: VP Research

• Employment Type: Full-time (Hybrid)

• Employment Category: Non-Exempt

• Visa Sponsorship Available: No

• Schedule:

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  Job Description

ADMINISTRATIVE ASSISTANT 2, Research Laboratory of Electronics (RLE), to provide comprehensive administrative support to a professor with teaching responsibilities and a large, active research group. Responsibilities include making travel arrangements and processing reimbursements, managing contacts, complex calendar management, updating professor’s CV, preparing course material and documents, monitoring deadlines, and managing the recommendation letter process and submission; providing administrative support for multiple programs/projects; responding to inquiries; composing correspondence and other documents and making editorial changes to materials; interfacing with professor’s major sponsors, frequent collaborators, and contacts and coordinating these important interactions, including site visits; drafting work area materials such as briefings, newsletters, and other documents; organizing small and researching and gathering information for more complex projects; coordinating the arrival of students and scholars to the research group; managing the group website and updating lab personnel, publication, and news articles; scheduling diverse and complex appointments, including arranging logistics; implementing small business management processes such as document review, on-boarding new personnel, and meeting management; collaborating with principal investigators and group members to facilitate the purchasing process; answering telephone, maintaining group email lists; ordering supplies; processing personnel and financial transactions through RLE headquarters; creating and maintaining filing systems; and performing other duties as needed.

Job Requirements

REQUIRED: high school diploma or its equivalent; at least three years’ administrative, office, or related experience; strong organizational, customer service, and interpersonal skills; meticulous attention to detail; ability to prioritize, anticipate, and initiate administrative; and ability to build relationships within the lab. PREFERRED: bachelor’s degree, thorough understanding of MIT administrative processes, and experience interfacing with international businesses or organizations. Job #23889-53/29/24