Administrative Assistant

oin our team as an Administrative Assistant II at a prestigious higher education institution, working within the esteemed School of Engineering. This vital role offers a unique opportunity to support executive leadership and contribute to the seamless operation of critical events and administrative functions. You will serve as a key point of contact, ensuring the efficient management of programs, meetings, and office logistics, all while working in a dynamic hybrid environment located in Cambridge.

Compensation

Hourly rate: $26.00/hr

Responsibilities

• Organize and facilitate a variety of events in the Dean’s Office, including scheduling, reserving spaces, coordinating presenters, and managing catering needs.
• Collaborate closely with the Executive Assistant and Strategic Events Manager to coordinate logistics for meetings related to strategic initiatives and special visits.
• Act as a resource for policies on room use and event procedures, verifying space availability and ensuring proper documentation.
• Provide onsite support during events and assist in preparing materials for high-profile meetings and presentations.
• Develop and manage event collateral, including invitations, RSVP forms, name tags, and related materials.
• Respond efficiently to attendee inquiries, addressing concerns or escalating as necessary.
• Oversee conference room scheduling, maintain calendars, and enforce booking policies, ensuring smooth internal and external meeting logistics.
• Greet guests professionally, maintain common office areas, and support the upkeep of facilities in coordination with facilities management.
• Respond to general inquiries, offer explanations of policies, and resolve issues promptly, demonstrating discretion and problem-solving skills.
• Support administrative functions such as answering phones, sorting mail, maintaining supplies, and assisting with clerical tasks in support of faculty operations.
• Process financial transactions, including purchase orders, invoices, and reimbursements using SAP and Concur, respectively.
• Draft and edit internal correspondence, prepare PowerPoint presentations, and coordinate mass communications and event invitations.
• Assist with scheduling appointments, meetings, and travel arrangements, providing backup support for Dean’s calendar management.
• Facilitate onboarding for new staff and visitors, and support the creation and maintenance of filing systems for office efficiency.
• Address IT issues collaboratively with IS&T and contribute to process improvement initiatives across office operations.
• Perform miscellaneous duties as assigned, always maintaining a high level of professionalism.

Requirements

• Proven experience in office administration, event coordination, or a related role.
• Strong organizational, interpersonal, and communication skills.
• Demonstrated ability to manage multiple tasks efficiently with attention to detail.
• Proficiency in MS Office Suite, PowerPoint, and familiarity with SAP and Concur.
• Exceptional judgment and discretion handling confidential information.
• Educational background: High school diploma required; additional post-secondary education or administrative certifications preferred.
• Prior higher education experience is advantageous but not mandatory.

Our Commitment to Inclusion & Belonging

The Hollister Group is an equal opportunity employer. We welcome and encourage applications from people who are under-represented in their respective occupation or position.