Senior Administrative Assistant

Senior Administrative Assistant

Position Overview:

SENIOR ADMINISTRATIVE ASSISTANT, Open Learning, to provide advanced high-level administrative support for multiple programs and projects, including senior members of Open Learning. Currently focusing on the Jameel World Education Lab (J-WEL) within OL as part of a dynamic administrative team.

Principal Duties and Responsibilities (Essential Functions):

Administrative Support

• Work closely with the Open Learning administrative team on a variety of administrative functions as needed, including providing general office coverage.
• Logistics
  • Provide calendar management, including scheduling diverse and complex appointments and meetings, accommodating multiple calendars and competing priorities. Schedule complex meetings for senior managers and teams in Open Learning, including the Faculty Director of J-WEL, senior management and team members.
  • Handle meeting logistics, reserve rooms, generate invitations, order food, set-up AV etc.
• Travel
  • Schedule diverse and complex travel, and prepare itineraries for multiple staff as needed.
  • Process travel transactions and reimbursements.
• Documentation
  • Compose, edit, and proofread collateral; including emails.
  • Take meeting notes, coordinate communications. Prepare materials for meetings, and other activities. Communicate needs and obtain all information required.
• Finance
  • Approve credit card expenses under several cost objects and process finances.
  • Process requests for payment and invoices, generate purchase orders.
  • Develop, monitor, and reconcile accounts in compliance with financial review and control.
• Events
  • Plan and coordinate high-profile events as needed, while maintaining regular channels of communication with key stakeholders and partner organizations.
  • Oversee set-up and breakdown of events; signage, nametags, registration lists, seating charts and other materials, vendor payments.
  • Handle space reservations, invitations and guest lists, vendor communication, food and beverage orders, A/V requirements, etc.
• Contracts/Agreements etc.
  • Liaising and coordinating with required groups.
• General
  • Perform related duties and participate in ad-hoc projects and events as needed.
  • Be part of the Open Learning Admin team; front desk coverage, back-up for other Admins in their absence
  • Identify the need for and create filing systems and monitor efficiency.
  • Anticipate and initiate actions regarding daily unit operations.
  • Other responsibilities as needed.

Overall, the Senior AA is responsible for the smooth and productive operation of all areas they support on a day-to-day basis.

Supervision Received:

By the Administrative Support Services and Office Manager

Supervision Exercised:

None

Qualifications & Skills:

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

High school diploma or equivalent required. At least five years related administrative/office experience. Self-motivated, flexible, and diplomatic individual, who is able to multitask, set and achieve priorities.  Strong customer service ethic and proven ability to juggle multiple stakeholders while meeting deadlines. Must be able to work in a fast-paced environment with changing priorities and limited supervision. Knowledge and understanding of position responsibilities as described above; Excellent organizational skills; attention to detail; ability to anticipate needs, set priorities, handle many tasks simultaneously and quickly, assume responsibility, and work both independently and as part of a team; and experience managing complex scheduling via an electronic calendar system. Deal positively and effectively on a collaborative basis with co-workers and supervisors; effective interactions with contacts outside of the immediate work area (faculty, students, visitors, clients, sponsors, etc.). Knowledge of Microsoft Word, Excel, and PowerPoint required.

PREFERRED EDUCATION AND EXPERIENCE:

Associate’s degree or equivalent combination of education and experience preferred. MIT experience preferred.

The salary for this position will be between $31.00 and $32.00 per hour. The final salary will be determined by MIT's compensation team based on the skills and experience of the selected candidate. 

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