Administrative Assistant 2

About the role

Provide direct support to 3-5 NSE faculty members, their students, visitors, and postdoctoral staff. Assist with MIT administration navigation and grant/contract compliance. Support day-to-day group operations through knowledge of MIT and funding agency procedures.

Responsibilities

• Independently organize events including site visits, workshops, meetings, and professional conferences; prepare invitations, track RSVPs, reserve spaces, arrange catering, and coordinate audio-visual needs.
• Lead the annual Reactor Technology Course (RTC), a high-profile 3.5-week summer professional program.
• Prepare and edit professional documents (correspondence, journal articles, grant materials); ensure proper formatting and references; coordinate with journals on submissions.
• Prepare CVs and bibliographies for grants.
• Arrange complex faculty travel and group trips; prepare CONCUR expense reports; train staff on MIT travel policies.
• Manage group supply purchases and vendor selection; monitor budgets and resolve procurement issues; ensure compliance with grant/contract requirements.
• Navigate complex MIT procedures; resolve issues with departments and external agencies.
• Support teaching activities through course website updates and material preparation.
• Assist with sponsored project management; work with NSE Fiscal Office to track project restrictions, prevent overspending, and maintain audit documentation.
• Manage confidential salary information responsibly.
• Update group web pages with bios, publications, and materials; conduct document searches.
• Share best practices with NSE colleagues and implement departmental solutions.

Requirements

• High School education or equivalent.
• A minimum of three years of relevant administrative experience.
• Excellent interpersonal and communications skills; a strong customer service orientation.
• Excellent organizational skills; the ability to set priorities and manage multiple tasks in parallel in a busy environment.
• The ability to work both independently and as part of a team.
• Sensitivity and discretion when dealing with students and academic issues.
• Proficiency in Microsoft Word, Excel, and PowerPoint; the ability to master new software quickly.
• A basic understanding of accounting processes around billing and invoicing.
• Experience planning meetings and events.
• Proven experience working within a budget.
• The ability to anticipate needs.

Qualifications

• Preferred: MIT experience or a Bachelor’s Degree.