Administrative Assistant 3

Massachusetts Institute of Technology; Cambridge (MA); On-site; USD 65,000 - 90,000; Full time

Job summary

Massachusetts Institute of Technology, located in Cambridge, seeks a Senior Administrative Assistant for Waves, Bits & Molecules Laboratory (WBML). The role provides high-level administrative support to the Director and leadership team, coordinating scheduling, travel, events, and vendor relations across WBML's programs and partnerships.

You will work with faculty, students, and researchers across multiple DLCIs, manage guest lists and agendas for high-profile events, and support external

Qualifications

• Minimum of five years administrative experience.

Responsibilities

• Coordinate complex scheduling, travel, and itineraries for visitors and stakeholders.

Skills

Organizational skills

Customer service

Interpersonal skills

Attention to detail

Education

High School diploma

Bachelor's degree

Job description

Posting Description

SENIOR ADMINISTRATIVE ASSISTANT, Waves, Bits & Molecules Laboratory (WBML) , performs complex and diverse administrative duties with minimal supervision in support of the Director and leadership team. This role provides comprehensive administrative coordination across multiple programs and initiatives, including WBML's international partnerships, industry collaborations, and advisory board activities. The position is responsible for organizing high-profile events and meetings throughout the year, including managing guest lists, agendas, logistics, and vendor coordination. The incumbent engages with faculty, students, and researchers across multiple departments, laboratories, centers and institutes (DLCIs). Key responsibilities include managing complex scheduling, travel coordination, and preparing detailed itineraries for visitors and stakeholders, including VIP delegations. The role also supports external sponsor engagement activities, including coordination with Industry partners for executive seminars, and an annual Advisory Board meeting. In addition, the Senior Administrative Assistant works closely with the Senior Program Manager on lab-wide operational processes, including database management, mailing list coordination, and communications support such as proofreading and content development. With a start-up mindset the role serves as a key resource for addressing inquiries and resolving day-to-day operational matters related to WBML activities.

Job Requirements

REQUIRED : High School education or equivalent; a minimum of five years administrative, office, or related experience; strong organizational skills, fastidious attention to detail and the ability to prioritize, anticipate, and initiate administrative tasks; strong start-up mindset, and customer service orientation; and strong interpersonal skills, exemplary work ethic, and ability to build relationships with colleagues at WBML, RLE HQ and across MIT. PREFERRED : Bachelor's degree; or thorough understanding of MIT administrative processes.

10/7/2026