Executive Assistant to the Vice President for Finance

Massachusetts, United States
26 Jan 2021
End of advertisement period
26 Mar 2021
Contract Type
Full Time

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.

EXECUTIVE ASSISTANT TO THE VICE PRESIDENTOffice of the Vice President for Finance (VPF), to perform complex and diverse duties in direct support of the vice president for finance. Responsibilities include complex calendar management; representing the VP to high-level stakeholders, serving as the first point of contact, and responding to complex inquiries; gathering and analyzing information and researching and writing memos, letters, and reports on behalf of the VP; managing all communications; arranging and coordinating VPF meetings and committee meetings, e.g., managing logistics, developing agendas, coordinating presentations, providing documents and other background materials, etc.; performing administrative or analytic tasks in support of programs/projects; creating, updating, and maintaining databases (typically in Excel or FileMaker); coordinating complex travel, including creating itineraries and ensuring expense reports are accurate and completed on time; creating and monitoring filing systems; coordinating committee, staff, and other VPF meetings; and other duties as assigned.

A full description is available at https://vpf.mit.edu/about-vpf/jobs-at-vpf.

Job Requirements

REQUIRED: high school diploma; at least seven years’ administrative assistant/related office experience; advanced-level scheduling and calendar management skills; meticulous attention to detail; excellent organizational, interpersonal, and written and oral communication skills (including spelling, punctuation, and grammar); Microsoft Office proficiency, strong data entry and databases skills, and ability to identify and quickly learn new applications as necessary; and discretion and good judgment with confidential material/information. Must be able to work with minimal supervision and proactively anticipate issues/complications before they arise; manage a high work volume; and multitask and meet deadlines without compromising quality in a demanding, fast-paced, high-volume work environment.

PREFERREDbachelor’s degree; experience working directly with senior leadership in a large, complex organization; and experience at MIT or in higher education. Job #19245-8