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Job Details

Administrative Assistant II
  • Job Number: 17071
  • Functional Area: Administration
  • Department: MIT-Portugal Program
  • School Area: Engineering
  • Employment Type: Full-Time Temporary
  • Employment Category: Non-Exempt
  • Visa Sponsorship Available: No
  • Schedule: 35 hrs/wk.

Working at MIT offers opportunities, an environment, a culture – and benefits – that just aren’t found together anywhere else. If you’re curious, motivated, want to be part of a unique community, and help shape the future – then take a look at this opportunity.

ADMINISTRATIVE ASSISTANT II, MIT-Portugal Program, to perform complex and diverse administrative duties for the faculty director and staff.  Will provide a wide range of administrative, financial, and event-planning support. Responsibilities include supporting the program’s faculty director; coordinating domestic/international travel, collecting travel documentation and back up, and processing expense reports: calendar management; managing faculty director’s e-mail and compiling weekly hotlist email; preparing electronic briefing documents: assisting with managing e-office, electronic database (Dropbox and internal server) and historical file organization; organizing/coordinating meetings; assisting with the planning of internal and external events such as high-profile government visits, seminars, workshops, and program events; composing, editing and proofreading correspondence; coordinating with program manager on fiscal responsibilities; and performing other duties as needed. 

Job Requirements

REQUIRED:  at least three years’ professional administrative/office experience; ability to follow through on tasks and keep all relevant parties up-to-date and informed on progress; excellent organizational, customer service, interpersonal, and verbal and written communication skills; meticulous attention to detail, particularly around travel and meeting planning; ability to act proactively with limited guidance and work both independently and as part of a team; good judgment and discretion with confidential information; ability to interact effectively with high-level government officials and people from different backgrounds; ability to coordinate extensive domestic and internal travel schedules which sometimes overlap; proficiency with MS Office, Outlook, and Adobe Acrobat; experience with MIT SAPgui and Concur; and ability to learn other computer skills (e.g., WordPress, Webex, Skype, CRM databases including QuickBase, MIT Buy-2-Pay, OSP Service Tracker, Slack, registration platforms, online form tools, SurveyMonkey, Doodle and other scheduling tools).  Bachelor’s or graduate degree preferred.  Job #17071-5

Must be able to work some evenings to attend events.  


MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.