Administrative Assistant

Administrative Assistant
Cambridge, MA
Hybrid with Tuesdays and Thursdays Onsite after training & onboarding


Responsibilities:

• Manage a detailed and dynamic calendar for a member, coordinating meetings, committee activities, conferences, and special events. Ensure effective communication, appropriate resources, and prevent scheduling conflicts. Evaluate the need for schedule adjustments in response to urgent matters and provide recommendations.
• Organize and coordinate complex travel arrangements, maintaining a comprehensive itinerary. Prepare travel documents, including folders, boarding passes, flight details, ground transportation, and other necessary logistics.
• Prioritize tasks effectively for both yourself and the individual you support. Respond to routine inquiries and escalate matters when necessary. Screen phone calls, emails, mail, and other office inquiries or solicitations. Address standard requests and, if preferred, handle more complex matters.
• Organize and coordinate meetings, seminars, conferences, and special events. Manage and communicate daily schedules, meeting agendas, and floor plans. Distribute meeting schedules and materials as required.
• Schedule and coordinate appointments for visitors, postdocs, and graduate students, including hotel arrangements as needed. Promote and manage guest speaker appearances.
• Act as a liaison for internal and external contacts with discretion, professionalism, and initiative. Ensure smooth transitions between various aspects of research, teaching, advisory board activities, and travel commitments, interacting effectively with management, staff, faculty, and the public.
• Assist with the preparation of class materials and support teaching responsibilities.
• Perform general office duties such as maintaining contacts, CVs, biosketches, letters, files, databases, and office supplies. Handle copying, faxing, and sorting mail.
• Manage requests for letters of recommendation by gathering due dates, submission details, and initial drafts. Ensure timely feedback for revisions and proofread drafts after edits are made.
• Maintain an up-to-date list of publications, working with colleagues to ensure proper submission to relevant journals.
• Assist with organizing events such as social gatherings, picnics, lab retreats, and outings.
• File expense reports and ensure timely reimbursement processing.
• Handle special projects and other administrative tasks as assigned.

• Bachelor’s degree or equivalent experience.
• A minimum of 3-5 years of directly relevant experience.
• Strong administrative, technical, and office skills, including proficiency with Microsoft Office, Excel, Airtable, and database management.
• Exceptional organizational skills and attention to detail are required.