Administrative Assistant (Cambridge)

The Administrative Assistant Contract to Direct Hire position is an essential component of the client’s team. The role will report directly to the Executive Director in Higher Education and will work closely with students, staff, and faculty to serve as an operational hub that supports the daily operations of the program. It is essential that the Administrative Assistant has attention to detail, has a positive customer service attitude, and an ability to proactively manage projects and time. The ideal candidate will be highly organized, understand how to prioritize competing demands, and communicate effectively with a range of constituents and stakeholders such as students and experienced volunteer mentors. Most of all: this position must be able to reflect the spirit of this growing program and love being a part of a dynamic and entrepreneurial team.

Contract to Direct Hire: $25-$28/Hour

Duties and Responsibilities:

1. Manage the Executive Director's calendar, scheduling diverse and complex appointments, coordinating meetings, and assisting with local, domestic and/or international travel.

2. Support the Executive Director with meeting preparation, organization, and logistics.

3. Support the Executive Directors with editing and sending out recommendation letters.

4. Respond to inquiries requiring a broad understanding of the Innovation Fund Program policies and procedures. Provide explanations and instructions to faculty, students, staff, donors, and visitors. Ensure inquiries are addressed and resolved.

5. Triage student inquiries and direct questions to the appropriate staff.

6. Coordinate more complex mass mailings, such as announcements from Executive Director.

7. Use Web software to input, update and maintain web content, Sandbox Innovation Fund Program website.

8. Maintain databases including using Excel, Google Suite, and/or Fluid-Review.

9. Create filing systems and monitor efficiency. Initiate changes and updates to manuals and procedures for own area.

10. Deal with confidential matters (e.g., payroll or salary information) using discretion and

judgment.

11. Create sign-up sheets for expert advisors and create invites to events using Eventbrite or Paperless Post.

12. Assist mentors with scheduling meetings with mentees and with making room reservations

13. Assist with event planning, including making room reservations, coordinating the catering, and tracking RSVPs.

14. Assist with management of office and catering supply inventories.

15. Perform other duties as assigned.

Reports to the Executive Director, Program Administrator or Program Manager.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

• High School education is required.
• Bachelor's Degree preferred.
• A minimum of three years of secretarial, office, or related experience.
• MIT Experience preferred.

PREFERRED EDUCATION AND 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 and/or Google Suite, SAP, Dropbox, Cognos Fluid- Review, comfort with both PCs and Macs.
• Experience updating websites; experience with arranging travel, paying invoices, and ordering supplies.
• ability to maintain confidentiality with discretion and judgement; occasional nights and weekends may be required.
• 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.