Executive Assistant

Job Title:        Executive Assistant
Job Group:     Support Staff – Admin & Office (MIT Pay Grade 8)
Effort:           40 hours per week

Dean’s Office – Provide complex administrative support and oversee projects for the Dean of the School of Architecture and Planning, as well as manage the administrative aspects of the faculty promotion and tenure process. May provide support to associate deans as needed. 

Principal Duties and Responsibilities (Essential Functions)

Correspondence, Email and Contacts (40%)

  • Triage and manage the Dean’s email and written correspondence, responding and resolving complex inquiries from a wide variety of internal and external sources using discretion and independent judgment.
  • As necessary, refer inquiries and issues to appropriate staff and faculty members for resolution.
  • Maintain accurate and accessible records of correspondence.
  • Ensure prioritization of the Dean’s time.
  • Establish and maintain influential and strategic relationships, and represent the Dean to various stakeholders.

Faculty Promotion and Tenure Process (25%)

  • Manage and coordinate the schedule of SA+P cases through the faculty promotion and tenure process.
  • Advise and guide department staff on the administrative aspects of preparing faculty cases for promotion and tenure.
  • Proofread cases and recommend changes to department staff before final submission to School and Academic Councils.
  • Work with department and MIT staff to ensure that promotion and tenure cases are completed on time and with utmost accuracy.
  • Upload promotion and tenure materials to review portal; manage access to portal.
  • Working with the School’s Manager of Finance and HR Administration, track promotion and tenure schedules for faculty.

Project Management (20%)

  • Manage the Dean’s task list and track follow-up activities by multiple actors to assure timely completion of projects.
  • Research information and draft memos, letters, briefing materials, and reports for use by the Dean.
  • Manage ad hoc and special high-level events and projects, including special faculty meetings, School-wide initiatives, hosted visits, and annual faculty awards.
  • Identify and implement improvements to business processes.
  • Keep Dean’s academic information updated; e.g. biographical data, CV.

SA+P School Council (10%)

  • Provide support to School Council, including setting weekly meetings and agendas, taking minutes, and following up on action items.

Other administrative duties (5%)

  • Acts as an integral member of the Dean’s office team, helping out as needed on projects and coverage.

Supervision Received

Limited supervision from the Dean of Architecture and Planning.

Supervision Exercised

Supervises the Administrative Assistant to the Dean. 

Qualifications & Skills

  • High school diploma or equivalent required; Bachelor’s degree preferred.
  • At least seven years of administrative, office, or related experience required; experience working for a senior leader strongly preferred.
  • MIT experience preferred; prior experience in a higher education setting strongly preferred.
  • Ability to multi-task in a fast-paced work environment with changing priorities and limited supervision.
  • Exceptional judgment, tact, and ability to handle sensitive and confidential matters with discretion.
  • Excellent writing and proofreading ability.
  • Strong analytical and problem-solving skills.
  • Superior interpersonal and customer-service skills; comfort in a diverse, multi-cultural environment.
  • Advanced technical and computer skills to support administrative functions, including MS Office Suite, Google Workspace, and Dropbox. Willingness to seek out and learn new systems.
  • Experience managing email and calendars efficiently and effectively.
  • Supervisory experience preferred.

To apply for this position please visit MIT’s Careers website.

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