MAIDAP Group Assistant

Job - MAIDAP Group Assistant
Location - Cambridge, MA
This role requires you to be onsite 5 days a week in our Cambridge, MA office.
Overview:
We are seeking a highly organized and proactive group assistant to support the Client AI Development Acceleration Program (MAIDAP). The ideal candidate must have excellent organizational, interpersonal and communication skills. You will need to navigate and change directions quickly within our dynamic environment, demonstrate good judgment, and possess solid project management and problem-solving skills. Additionally, we are seeking someone who is fair and unbiased, maintains high levels of confidentiality, and is skilled at setting priorities and handling multiple tasks. Exceptional time management skills, attention to detail, and consistent, timely follow-through are essential for success in this role. Working knowledge in email, scheduling, word processing, spreadsheets and presentation software; with experience using current version of MSOffice (Outlook, Excel, PowerPoint, etc.). May require ability to lift up to 50lbs.

Responsibilities:

Team management support: Provides high-level admin support including:

- Be the first point-of-contact for all team administrative needs.
- Daily team support includes purchase of goods & services, processing invoices, expense report reconciliation and management.
- Ordering team supplies, new hire equipment, morale/event catering and supplies.
- New hire setup and assistance, including desk setup.
- Offboarding admin assistance when cohort members leave the program.
- Management of distribution lists, security groups, and Teams groups.
- MAIDAP LT admin asks.

Team calendar management: Provides strategic calendar management and time planning support for team calendar. Team wide calendar invites including team all hands, morale events, team trainings, and stakeholder meetings for each project rotation. Coordinating with executives' admins for each project to make sure CVP is present at meetings.

Cohort Onboarding Planning and Execution: Leads logistics and coordinating MAIDAP cohort onboarding including communication with new hires prior to start, ordering and shipment of new-hire equipment, catering, room booking, and onboarding week communications to new hires including when to arrive, agenda for onboarding week, desk assignments, additional accommodation if needed. Primary contact for questions and company information after onboarding (i.e where is my badge, how do I get a desk, how do I get a parking or public transportation pass, additional equipment requests etc).

Event Coordination and Logistics: Plan and support events, manage logistics, track outcomes, and contribute to team morale and dynamics. Events include team All Hands, morale events, team training, leadership offsites, MAIDAP hackathons, GIVE events, and cohort onboarding/graduation events. Logistics include invitations, room booking and set up and catering (ordering, set up and breakdown). Assisting with onsite troubleshooting audio-video and technical issues. May require ability to lift up to 50 lbs.

Space Management and Planning: Leads space-management processes and team spaces (e.g., office locations/desk assignments, conference rooms, remote/location status) including office moves, site cleanup, keeping space maps updated, managing assigned/flex seating, and scheduling PC recycle pick-ups. Addresses and resolves high-level space requests. Determines future space planning needs and drives space changes based on utilization data and upcoming organizational changes. "