Mary McDavitt
Cambridge,MA
Summary
Detail-oriented Senior Administrative Assistant specializing in budget management and event coordination. Enhanced faculty productivity through effective calendar management and strong communication. Managed multitasking and implemented efficient purchasing strategies to support operations in high-pressure environments.
Overview
32
32
years of professional experience
Work History
Senior Administrative Assistant
Massachusetts Institute of Technology
Cambridge, USA
01.2008 - Current
- Provide comprehensive, high-level administrative support for four MIT Faculty Members in CSAIL and EECS in multiple areas
- Managed faculty calendars, coordinated promotion and tenure processes, and planned events on and off campus, ensuring accurate faculty record-keeping.
- Coordinated complex domestic and international travel itineraries, facilitating smooth logistics for faculty.
- Facilitated faculty searches to ensure timely recruitment of qualified candidates.
- Manage budget and coordinate all local competitions and international travel for the MIT/ICPC Programming Team
- Purchased complicated equipment, computers, and lab supplies.
- Monitor monthly fiscal statements and resolve discrepancies
- Prepare requests for Fabricated Equipment Accounts
- Prepare course materials, edit and proofread reports, proposals, manuscripts and correspondence using Emacs and MS Word
- Interacted with students and visitors to enhance their experience and assist with their needs.
- Took on various projects and technology implementations.
- CSAIL – Computer Science Artificial Intelligence Lab
Administrative Assistant II
Massachusetts Institute of Technology
Cambridge, USA
01.2004 - 01.2008
- Supported three computer science faculty members in administrative tasks to enhance departmental operations
- Facilitated travel logistics for faculty, optimizing schedules and reducing travel costs.
- Handled reimbursement processing to ensure timely compensation for faculty expenses.
- Managed procurement of equipment and supplies to support ongoing research and educational activities.
- Prepare course materials, edit and proofread reports, proposals, manuscripts and correspondence using Emacs and MS Word.
- Monitor fiscal accounts and resolve discrepancies
- Provide general secretarial support, phone coverage, mail/email, filing
- Supported various projects by collaborating with team members to achieve departmental goals.
- CSAIL – Computer Science Artificial Intelligence Lab
Fiscal Assistant
Massachusetts Institute of Technology
Cambridge, USA
01.2001 - 01.2004
- Supported fiscal officer in daily operations of Gas Turbine Laboratory, enhancing operational efficiency.
- Monitored expenditures on sponsored research accounts and issued monthly reports to the Director.
- Oversaw purchasing activities and created monthly billings to ensure accurate financial tracking, contributing to proposal preparation and forecasting.
- Excellent organizational skills, positive service attitude, excellent interpersonal and communication skills, set priorities, ability to work independently with frequent interruption, close attention to detail as well as MS Word and Excel
- Department of Aeronautics and Astronautics
Administrative Assistant
City of Cambridge Fire Department
Cambridge, USA
01.1994 - 01.2001
- Secretarial support for Chief of Department and Administrative Offices
- Maintained all personnel records and ensured confidentiality of these records
- Processed all fire ambulance billings and payments
- Established and maintained fire department databases for tracking fire permits and reporting fire incidents, enhancing data accessibility.
- Facilitated public communication regarding fire permits and conducted interviews for arson investigations, supporting community safety efforts.
Education
Education/Speech and Hearing Pathology Classes
Northeastern University
Boston, MA05-1979
A.S. - Human Services
Bunker Hill Community College
Charlestown, MA06-1977
Skills
- Event coordination
- Travel coordination
- Vendor management
- Budget management
- Financial reporting
- Expense reporting
- Time management
- Microsoft Office Suite
- Data privacy compliance
- Digital communication
- Interpersonal communication
- Team collaboration
- Multitasking abilities
Timeline
Senior Administrative Assistant
Massachusetts Institute of Technology
01.2008 - Current
Administrative Assistant II
Massachusetts Institute of Technology
01.2004 - 01.2008
Fiscal Assistant
Massachusetts Institute of Technology
01.2001 - 01.2004
Administrative Assistant
City of Cambridge Fire Department
01.1994 - 01.2001
Education/Speech and Hearing Pathology Classes
Northeastern University
A.S. - Human Services
Bunker Hill Community College