Senior Administrative Assistant

Massachusetts Institute of Technology; Cambridge (MA); On-site; USD 50,000 - 70,000; Full time

Job summary

The Massachusetts Institute of Technology seeks a Senior Administrative Assistant for Open Learning. This role involves providing advanced administrative support for leadership, managing complex calendars, and coordinating high-profile events.

Responsibilities include scheduling meetings, handling logistics, and ensuring effective communication with key stakeholders. Strong organizational skills and the ability to manage multiple priorities are essential.

Applicants should be prepared to engage in both administrative and event coordination tasks.

Qualifications

• Experience in providing high-level administrative support.
• Ability to manage complex calendars and appointments.
• Strong organizational skills for event planning and logistics.

Responsibilities

• Provide advanced administrative support for Open Learning Leadership.
• Manage calendar, schedule meetings, and handle logistics.
• Coordinate high-profile events and maintain communication with stakeholders.

Job description

SENIOR ADMINISTRATIVE ASSISTANT, Open Learning, to provide advanced high-level administrative support for Open Learning Leadership, including multiple programs and projects, as part of a dynamic in person administrative team; provide calendar management, including scheduling diverse and complex appointments and meetings, accommodating multiple calendars and competing priorities; schedule complex in person meetings for Open Learning Leadership; handle meeting logistics, reserve rooms, generate invitations, order food, set-up AV for all in person meetings etc.; attend all in person meetings with Vice Provost Open Learning and take meeting notes for distribution and follow up.; prepare materials for meetings, and other activities, including hard copy documents and collateral; approve credit card expenses under several cost objects and process finances; plan and coordinate high-profile in person events as needed, while maintaining regular channels of communication with key stakeholders and partner organizations; attend in person to set-up and breakdown events; signage, nametags, registration lists, seating charts and other materials, vendor payments; handle space reservations, invitations and guest lists, vendor communication, food and beverage orders (including onsite acceptance of orders), A/V requirements, etc.; be part of the Open Learning admin team; front desk in person coverage, back-up; and other responsibilities as needed.