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Our client, a prestigious university department in Cambridge, is seeking an Senior Administrative Assistant (Sr. AA) to provide advanced administrative and organizational support to the Laboratory for Financial Engineering. This onsite, full time, role is expected to run for 3+ months and is compensating $29.50/hr. The ideal candidate will demonstrate strong judgment, initiative, and attention to detail, with the ability to anticipate needs, solve problems, and handle confidential matters with discretion.
Key Responsibilities
Support for Faculty Director (80%)
Calendar & Scheduling
- Manage complex calendars and coordinate meetings with internal and external stakeholders.
- Schedule logistics for speaking engagements, lectures, and special events (including catering, AV, and invitations).
- Prepare detailed domestic and international travel itineraries.
Communications
- Manage information flow to and from the Faculty Director, ensuring timely responses and accurate routing.
- Draft, proofread, and edit correspondence, reports, and presentation materials.
- Maintain electronic and paper filing systems; record meeting minutes as needed.
- Respond to inquiries requiring knowledge of policies and procedures.
Teaching & Academic Support
- Prepare course materials, presentations, and cases.
- Manage Canvas course sites, grading, and coordination with TAs and guest speakers.
- Assist with student enrollment and course logistics.
Travel & Expense Management
- Arrange domestic and international travel for the Faculty Director and collaborators.
- Prepare and submit expense reports accurately and promptly.
Collaboration
- Partner with colleagues across departments and external stakeholders to support LFE activities.
- Maintain a high level of professionalism and confidentiality at all times.
Administrative Support for LFE (20%)
Events & Outreach
- Coordinate logistics for workshops, seminars, and conferences.
- Oversee event planning, including venues, catering, AV, and guest communications.
- Maintain the LFE website and assist with newsletters or press releases.
Research Administration
- Assist with grant proposal preparation and human subjects documentation (COUHES).
- Process new appointments for research assistants, staff, and students.
- Format research publications using Microsoft Word or LaTeX.
Finance & Operations
- Process purchasing, accounting, and travel forms.
- Verify procurement card transactions and handle vendor payments.
- Maintain inventory of office supplies and equipment.
Team Support
- Collaborate with team members to ensure seamless coverage and consistent service.
- Provide backup administrative support to other faculty and staff as needed.
Qualifications
- Education: High school diploma or equivalent required; bachelor’s degree preferred.
- Experience: Minimum of 5 years in an administrative or executive support role.
- Technical Skills: Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), WordPress, and database management. Experience with SAP, Concur, and financial systems preferred.
- Soft Skills:
- Exceptional communication, organizational, and time management skills.
- Proven ability to multitask and manage competing priorities.
- Strong attention to detail, discretion, and professionalism.
- Ability to work independently and collaboratively in a fast-paced environment.
- Flexible and adaptable to changing priorities.
A1435997CP_1761671594