Job Information
Massachusetts Institute of Technology Senior Administrative Assistant in Cambridge, Massachusetts
Senior Administrative Assistant
Job Number: 24288
Functional Area: Office Support
Department: Chemistry
School Area: Science
Employment Type: Full-time (Hybrid)
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule: M-F
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Job Description
SENIOR ADMINISTRATIVE ASSISTANT, Chemistry, to perform complex and diverse duties in support of the department head and other administrators in department headquarters. Will provide executive level support to the department head including calendar management, organizing meetings, and initiating and coordinating department business; coordinate faculty promotional cases and junior faculty reviews; provide administrative support to headquarters’ staff, including distributing email reminders about appointments/meetings, filing, processing reimbursements, updating databases (e.g., QuickBase, Excel, and/or Google Sheets), setting up purchase orders for and maintaining office equipment and supplies; handle scheduling and logistics for a variety of meetings, including making room reservations, arranging catering, setting up/ordering A/V, etc.; schedule, plan, and coordinate faculty and departmental events (e.g., annual faculty dinner, department holiday party, commencement and hooding receptions, faculty retreat, etc.); maintain annual calendar of recurring responsibilities (e.g., junior faculty progress reviews, NIH research trainings, instructions to seminar coordinators, etc.) and initiate and organize them as they arise; and coordinate complex travel and appointment schedules of faculty search candidates and provide general information for Boston area, and prepare associated financial paperwork and reimbursements.
Job Requirements
REQUIRED: high school diploma or its equivalent; five years’ directly related experience; proficiency with English grammar and composition; excellent organizational, project coordination, interpersonal, and communication skills; attention to detail; ability to handle multiple tasks and set priorities in a challenging, fast-paced environment; discretion and good judgment with confidential/sensitive materials/information; an interest in learning about all aspects of academia; and proficiency with Word, Excel, PowerPoint, and Adobe Acrobat Pro. Seek a team player who can work effectively with all levels of internal management and staff and outside vendors. Job #24288-68/5/24