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Mathematical Sciences Research Institute

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Employment

Current Openings


Receptionist (Non-exempt 40 hours per week)

MSRI is seeking a Receptionist for a non-exempt, 40 hours per week position. The Receptionist reports directly to the Program Manager and is the first administrative point of contact for all members and visitors to MSRI. They are responsible for creating a welcoming environment and enhancing our guest and scientific member experiences during their visits to MSRI. Additionally, they assist with various office responsibilities as part of the administrative team. The Receptionist position is essential to the operation of the Institute.

Job Duties and Responsibilities

  • Perform office reception and phone switchboard duties
  • Provide administrative support to members, workshop participants and staff
  • Generate check-in materials, distribute office keys and update members' database files
  • Attend to members requests and coordinate resolution with other staff as needed
  • Collect member and visitor documents and reimbursement paperwork
  • Assist visitors through the check out process: collecting keys, refunding key deposits and assuring that exit surveys have been completed.
  • Schedule seminars and email information to members
  • Make hotel reservations for guest speakers
  • Upload video information into national database
  • Prepare workshop materials such as badges, schedules, forms, posters etc.
  • Perform other general office projects, as requested

View full position description (PDF) for more information, including qualifications and compensation.

To apply: Please submit your intention to apply by email to personnel@msri.org using the subject line "MSRI Receptionist". Include as email attachments the following 4 items of information (in MS Word or Adobe Acrobat file format). Only complete applications will be considered.

  • Cover letter
  • Resume
  • Three business references
  • Date available

Executive Assistant to the Deputy Director (Non-exempt 40 hours per week)

The Executive Assistant to the Deputy Director provides comprehensive administrative support for the Deputy Director. The Deputy Director will assume the position of Acting Director for the year commencing August 1, 2018 through July 31, 2019. Major duties include calendar management, project tracking, writing and editing, correspondence, and travel arrangements. The ideal candidate must be an organized, detail-oriented, self-starter with excellent writing skills. They should be able to complete tasks with little supervision and should have a friendly and helpful disposition as well as possess a willingness to assist with any task.

Job Duties and Responsibilities

  • Manage and coordinate the Deputy Director’s calendar ensuring that meetings are scheduled and cancelled based on knowledge of the subject and attendees, with the objective of minimizing event and meeting congestion
  • Ensure that all necessary documentation relating to meetings, including information on attendees, are organized and brought to the Deputy Director in a timely manner, such as agendas, briefing notes, handouts, etc.
  • Monitor Deputy Director’s correspondence (regular and email) for follow-up and completion of tasks, and alert Deputy Director of important, timely matters
  • Monitor Deputy Director’s Task Lists for timely completion
  • Arrange conference calls and phone appointments
  • Coordinate and make travel, hotel, and meal reservations
  • Collect receipts, complete expense reports, and code monthly credit card statements
  • Perform general administrative tasks including but not limited to report preparation, answering phones, copying and distributing materials, organizing paper and electronic files, filing documents accordingly and shredding confidential documents as instructed
  • Serve as point person for Deputy Director’s office events including set up/wrap up and greeting visitors
  • Track and manage projects as directed by the Deputy Director

View full position description (PDF) for more information, including qualifications and compensation.

To apply: Please submit your intention to apply by email to personnel@msri.org using the subject line "MSRI Executive Assistant". Include as email attachments the following 5 items of information (in MS Word or Adobe Acrobat file format). Only complete applications will be considered.

  • Cover letter
  • Resume
  • Writing sample
  • Three business references
  • Date available