Senior Administrative Assistant, Department Head's Office

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

Job summary

The Massachusetts Institute of Technology is seeking a Senior Administrative Assistant for the Biological Engineering department. This role involves providing diverse administrative support for the Department Head, managing calendars, coordinating events, and interfacing with various MIT offices and partners.

Candidates should possess strong organizational skills, communication abilities, and at least five years of administrative experience. Proficiency in tools like Microsoft Office is mandatory. The position requires occasional travel and flexible hours.

Qualifications

• A minimum of five years of administrative or related experience.
• Ability to work independently as well as part of a team.
• Strong ability to exercise discretion and handle confidential information.

Responsibilities

• Provide complex administrative support for the Department Head’s office.
• Manage calendar and administrative support for programs and events.
• Coordinate high-profile events such as seminars and conferences.

Skills

Organizational skills

Time-management skills

Problem-solving

Communication skills

Event planning

Microsoft Office proficiency

Flexibility

Education

High School diploma

Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat

Google Workspace

SAP

WordPress

Job description

Posting Description

SENIOR ADMINISTRATIVE ASSISTANT, Biological Engineering, under minimal supervision, provides diverse, complex, and high-level administrative support for the day-to-day activities and operations of the Department Head’s office; provides calendar management and administrative support for programs, events and projects; serves as a high-level contributor or coordinator of multiple projects; serves as liaison between Department Head office and MIT offices, collaborating institutions, research centers, industry partners; works closely with travel agents in arranging complex domestic and international travel arrangements; administers support for faculty affairs, including faculty searches, faculty appointments, promotion cases and visa applications; plans and coordinates high-profile events, such as meetings, seminars, conferences, and retreats; maintains an open Department Head office and serves as a point of contact for all visitors, faculty, staff, students; performs and assists with other projects and administrative duties as assigned; serves as a contact point between the DH and BE staff, other departments and programs, and the Dean’s office.

Job Requirements

Required qualifications:

• High School diploma
• A minimum of five years of administrative or related experience
• Excellent organizational, administrative, resourcefulness, and time-management skills
• Ability to research and resolve complex problems
• Ability to anticipate, prioritize, and work on multiple projects simultaneously
• Strong ability to exercise discretion, patience, diplomacy, and discretion handling confidential information
• Keen attention to detail and accuracy in work
• Ability to work independently as well as part of a team
• Excellent verbal and written communication skills, including a strong, poised phone presence and excellent grammar and proofreading ability
• High level of flexibility and adaptability
• Ability to interact with faculty, staff, high-visibility visitors, highly motivated students, and leaders of other MIT offices
• Proficiency with Microsoft Office applications, Adobe Acrobat Professional, Dropbox, Google Workspace, FileMaker Pro, Photoshop, PowerPoint, Drupal, WordPress, and web search engines
• Experience in event planning
• Ability to make complex travel arrangements
• A record of reliability and punctual attendance

Preferred qualifications:

• Bachelor’s degree
• Related experience in an academic environment
• MIT experience
• Knowledge of SAP, SAPweb, Concur, and MIT financial processes, policies, and procedures
• Experience managing or leading others

Occasional travel, evening and weekend work required. Work schedule in person and on campus only.