Duties: The Administrative Assistant will provide comprehensive and proactive administrative support for the day-to-day activities of a busy research Institute. (S)he provides broad support for all programs, activities, conferences and other events, including scheduling coordination; crafting and distributing invitations and maintaining RSVP lists; venue selection and room requests; coordinating hotel room blocks; placing catering orders; preparation and dissemination of materials; coordinating travel needs; and general operational assistance on the day of events.
The position serves as the central point of coordination for various data systems including those relating to communications, research, and academic course administration. Responsibilities also include performing department reception functions; initiating and coordinating various calls for conference submissions/funding proposals; maintaining the departmental inventory of supplies and promotional items; making minor website updates and edits using basic HMTL skills; and drafting agendas/recording minutes of bi-weekly staff meetings.
The Administrative Assistant will work closely with the Institute's Program Manager to coordinate and prioritize competing demands; with the department Business Administrator to facilitate payments to vendors; and will perform occasional miscellaneous tasks for the Institute's directors such as correspondence or preparation of materials.
Occasional evening/weekend work required.
Qualifications: A High School Diploma or GED and 3 years to 5 years of experience in a busy environment is required or equivalent combination of education and experience. College degree is preferred. The right candidate will be able to proactively and independently manage the competing demands of a busy department, and take initiative to improve on current processes. Must be able to work in a collegial fashion as part of a highly self-motivated and talented team. Excellent organizational skills required; previous event planning experience is preferred.
Reference Number: 07-25726
Salary Grade: 024
Employment Type: Non-Exempt
Org: Mack Institute for Innovation Management
Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Job Family: X-Secretarial/Administrative