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Administrative Assistant

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Location: Cambridge, MA

Solve is an initiative of the Massachusetts Institute of Technology (MIT) that advances lasting solutions from tech entrepreneurs to address the world's most pressing problems. Solve issues four Challenges each year across its pillars—Economic Prosperity, Health, Learning, and Sustainability—to find the most promising Solver teams who will drive transformational change. Solve then deploys its global community of private, public, and nonprofit leaders to form partnerships these Solver teams need to scale their impact. Joining the Solve team offers the chance to play a leading role in defining this cutting-edge and diverse community.

Solve seeks an Administrative Assistant. This position will perform a variety of administrative duties, including:

  • Scheduling and calendar management in support of the executive director
  • Scheduling Solve leadership, strategy, and all-staff meetings
  • Preparing meeting-related presentation decks and agendas, taking notes, and handling set-up
  • Planning and executing staff events and meetings, including catering
  • Managing the executive director’s e-mail; preparing briefing documents and talking points for event appearances and talks given by the executive director
  • Handling basic office operations, including supporting HR staff as needed; maintaining office supplies; preparing office for external meetings, greeting and welcoming attendees; answering telephones; updating contacts in Salesforce
  • Preparing expense reports and reimbursements, collecting and organizing receipts, learning and maintaining knowledge of MIT’s expense and reimbursement policies and procedures
  • Supporting the finance and operations director with vendor requisitions, creating and updating POs, and collecting and filing vendor and contractor paperwork
  • Coordinating domestic and international travel; supporting the events program director with event and office related operations as necessary; and performing other duties as needed

This is a full-time position, located in Cambridge, MA. The Administrative Assistant, Solve will report to the Finance and Operations Director.

Major responsibilities:

  • Scheduling and calendar management in support of the executive director, including travel booking and coordination
  • Handling basic office operations, including supporting HR staff as needed; maintaining office supplies; preparing office for external meetings, greeting and welcoming guests; answering telephones
  • Preparing expense reports and reimbursements, collecting and organizing receipts, learning and maintaining knowledge of MIT’s expense and reimbursement policies and procedures
  • Supporting the finance and operations director with vendor requisitions, creating and updating POs, and collecting and filing vendor and contractor paperwork

Minimum Required Skills

  • Minimum three years’ experience in an executive assistant or similar role
  • Strong interpersonal, verbal and written communication, and teamwork skills
  • Self-motivation; flexibility
  • Meticulous attention to detail; ability to manage multiple projects simultaneously, take initiative, and function effectively under pressure
  • High-level proficiency with Excel, PowerPoint, and Microsoft Office
  • Proven ability to manage registration platform, online form tools, and CRM databases such as Salesforce
  • Ability to work independently and have discretion with confidential information

Solve seeks someone who is highly numerate and analytical with highly developed organizational and time management skills. Bachelor’s degree preferred.  

MIT is an equal employment opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, religion, disability, age, genetic information, veteran status, ancestry, or national or ethnic origin.


To apply: To apply: Please visit web.mit.edu/jobs, reference #15871. No phone calls or recruiters, please.

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