Administrative Assistant – Massive Data Institute

About the role

The Massive Data Institute at the McCourt School of Public Policy seeks an Administrative Assistant to support faculty, staff, and student assistants on research projects funded by government and philanthropic sponsors. The role provides primary administrative support, ensuring smooth coordination of grants, events, and daily office operations.

Key responsibilities

• Serve as the first point of contact for inquiries directed to the Executive Director.
• Coordinate conference planning, travel arrangements, and training registrations for institute staff.
• Provide grant‑management support, tracking milestones, deliverables, and related documentation.
• Schedule meetings, reserve conference rooms, and manage deliveries.
• Process expense reports, invoices, and purchase orders.
• Assist with project and document management tasks.
• Obtain and review vendor quotes for office equipment, supplies, facilities, and catering.
• Collaborate with institute faculty and staff on supplies, events, social‑media strategy, and website updates.
• Take light notes during meetings, capturing key highlights and follow‑up items.

Required profile

• High School Diploma or GED.
• 2–3 years of demonstrated office management experience.
• Strong verbal and written communication skills.
• Ability to organize and manage multiple projects and tasks simultaneously.

Required skills

• Microsoft Office suite (Word, Excel, Access, PowerPoint).
• Google Workspace (G‑Suite) equivalents.
• Familiarity with Box, GitHub, Slack, and Adobe (a plus).