Administrative Assistant

Description:
To perform complex and diverse administrative duties in support of daily operations of the contemporary art museum at MIT.  Financial responsibilities include handling accounts payable and receivable; reconciling monthly statements; issuing/approving requests for payment, travel advances/vouchers, and invoices; initiating and approving journal vouchers, credit card purchases, and electronic requisitions; verifying credit card charges; initiating deposits; interacting with vendors regarding pricing; creating invoices; overseeing petty cash; fulfilling telephone/internet orders; and overseeing gallery and catalog sales.  Office functions include serving as first point of contact for office visitors; handling mail and deliveries; and maintaining office and other supplies, space, and equipment.  Other duties include liaising between List Center and MIT administrative offices, onboarding personnel and interns, approving hours for temps and support staff, arranging hotel and travel for incoming artists and guests, and overseeing booking of lecture and meeting spaces and dinners.
Qualifications:
At least three years’ administrative assistant, special events, fund-raising, secretarial, office, or related experience; excellent administrative and organizational skills; ability to multitask and set and manage competing priorities in a fast-paced environment; excellent interpersonal and written and verbal communication skills; flexibility; demonstrated initiative and problem solving skills; attention to detail; discretion with confidential information; advanced Macintosh computer skills; experience with Microsoft Office, (especially Word, Excel), database management, complex internet searches, email, and electronic calendaring; and ability to learn new software programs as needed.  Seek a team builder who can collaborate effectively with others but also work independently with minimal supervision.  Knowledge of MIT and its systems, e.g., SAP, Concur, etc., a plus; as is knowledge of the List and contemporary art.  Associate/bachelor’s degree desirable.
How To Apply:
Applications must be received via MIT’s employment website: http://careers.mit.edu
Apply by:
August 20, 2015