Academic Administrative Assistant - (Hybrid, Part-Time)

Job title: Academic Administrative Assistant - (Hybrid, Part-Time) in Cambridge, MA at ProPivotal Company: ProPivotal Job description: Academic Administrative Assistant - (Hybrid, Part-Time)Job Summary:We are seeking a reliable and detail-oriented Administrative Assistant II to support a high-level Lab Manager within a fast-paced academic or research-focused team. This is a part-time, hybrid role (20 hours per week) with a set schedule: on-site Monday through Thursday, and remote on Fridays (8:00 AM–12:00 PM or 9:00 AM–1:00 PM). The ideal candidate will be comfortable managing sensitive communication, handling scheduling and travel logistics, and staying highly organized. Pay for this position is $25.00 per hour.Key Responsibilities:

• Coordinate and schedule meetings, appointments, and complex travel (domestic and international)
• Manage the Lab Manager’s inbox, draft professional correspondence, and respond on their behalf
• Support event planning including virtual setup, participant coordination, and basic logistics
• Prepare and edit documents such as reports, presentations, and meeting minutes
• Maintain records, track budgets, and assist with purchasing and reimbursements
• Communicate with team members via WhatsApp and liaise with internal/external stakeholders

Qualifications:

• Minimum 3 years of experience supporting senior-level managers in a fast-paced environment
• Proven ability to handle communication with professionalism and discretion
• Proficient in calendar management and scheduling tools
• Comfortable using messaging apps like WhatsApp in a professional setting
• Strong written communication and organizational skills

Preferred Skills:

• Familiarity with Concur or similar travel management systems
• Experience managing a shared inbox or responding on behalf of others
• Comfort with meeting documentation and working in fast-paced, dynamic teams

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