Full-Time Administrative Assistant, External Relations
Job Description
The MIT Media Lab applies an unorthodox research approach to envision the impact of emerging technologies on everyday life. This research is supported by member companies, including some of the world’s leading corporations, from industries such as automotive, consulting, electronics, furniture, finance, manufacturing, and telecommunications.
The external relations (XR) assistant will help in managing the flow of visitors, meetings, and tours in an office dedicated to developing and maintaining relationships with new and existing members. They will have the opportunity to interact with high-level representatives from prominent companies, as well as visitors from government and foundations, and alumni of MIT and the Media Lab. This role will help in arranging and coordinating meetings and workshops at the Lab. They will have the opportunity to work with faculty, staff and students to assist with everything from small events (workshops, hackathons, brainstorming sessions, etc.) to our events for members and prospects.
The successful candidate will become familiar with the wide variety of research projects in the Lab and get to know faculty, researchers, and graduate students. This role is a great opportunity to gain a first-hand look at one of the most innovative laboratories in the world.
The Media Lab is currently working on a hybrid work schedule – 60% on campus in Cambridge, 40% remote.
Sponsor and prospects (85%)
- Work closely with the External Relations team to assist with coordinating visits, meetings, and events:
- Coordinate with research admins to schedule meetings for member and prospective companies;
- Greet and escort members and guests around the Lab;
- Assist with sponsor activities such as making agendas, proofreading documents and lists, assembling materials for visits, stuffing badges, meeting and event set up and breakdown (catering, supplies, etc.) and the like;
- Create and maintain work orders for internal suppliers (e.g., event registrations, internal work orders, catering) and purchases orders for vendors;
- Responsible for entering and maintaining data related to XR visits, notes, etc. in the XR Prospect Member Database (MPM) and participate in its development and process improvement;
- Responsible for updating and maintaining the member-only website portal.
- Other duties as assigned.
Financial and Communications (15%)
- Responsible for day-to-day spending for group according Media Lab Finance and MIT procedure and compliance policy, such as: Reconciliations of expenses, expense reimbursements, complex purchase orders and contracts, independent contractor coordination, monthly Financial Review & Control (FRC) reports;
- Maintain all records, invoices, receipts, and the like according to MIT’s record retention policy;
- Responsible for use of MIT Procurement and Travel credit cards for group.
- Work closely with the Communications team to assist with timelines and accuracy of communications about XR activities, whether sent out by the Media Lab or by external contractors, are timely, coordinated, and consistent.
During peak periods full-time on-site work will be needed and some nights and weekends.
REQUIRED:
- High School diploma or equivalent;
- At least three years of administrative, office, or related experience;
- Client-focus interpersonal skills, comfort presenting and speaking with groups (5-20 people);
- Understanding of our research and an ability to relay a basic understanding to others;
- Excellent proofreading skills and meticulous attention to details;
- Strong technical skills and ability to learn new software;
- Effective verbal and written communication and listening skills; and
- Demonstrated organizational awareness and the ability to identify a need without direction and support accordingly, ability to adapt to varying circumstances.
PREFERRED:
- Bachelor’s degree;
- MIT business apps e.g., Concur, Buy2Pay;
- Google Workspace, Dropbox, Slack, and AirTable;
- Excellent collaboration abilities, enjoys being part of a team and contributor;
- Must be comfortable in a highly diverse and international environment and able to build productive working relationships with a wide range of people;
- Tact and good judgment in handling confidential information;
- Experience being able to work independently and take initiative;
- Fluency in a second language.
How to Apply
To apply, please visit MIT's careers at https://hr.mit.edu/careers and search for job ID number #23685.140 total views, 0 today