Sr. Administrative Assistant

Massachusetts Institute of Technology; Cambridge (MA); On-site; Full time

Job summary

A leading university is seeking a Senior Administrative Assistant to support the Vice Chancellor. This role involves complex administrative duties, including calendar management, event coordination, and collaboration with other staff. The ideal candidate will have strong organizational skills and at least five years of relevant experience. Occasional remote work is possible, and the position requires attention to detail and discretion in handling confidential matters.

Qualifications

• At least five years of administrative support or related experience.
• Ability to multitask and adapt to changing priorities.

Responsibilities

• Manage calendar and schedule for the Vice Chancellor.
• Coordinate high-profile events and manage travel arrangements.

Skills

Organizational Skills

Interpersonal Skills

Decision-Making

Attention to Detail

Education

High school diploma or equivalent

Tools

Word

Excel

PowerPoint

FileMaker Pro

Concur

Job description

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Job Description

SENIOR ADMINISTRATIVE ASSISTANT, Office of the Vice Chancellor, will perform complex administrative duties supporting the Vice Chancellor (VC). Responsibilities include calendar management, reception duties, screening calls and visitors, handling requests for information, arranging meetings and taking minutes, maintaining files, coordinating high-profile events, managing travel arrangements, and supporting other HQ staff. The role requires close collaboration with the other HQ Administrative Assistant to ensure smooth operations. The primary focus is managing the VC’s schedule and ensuring preparedness for meetings.

Job Requirements

• High school diploma or equivalent and at least five years of administrative support or related experience.
• Strong organizational and interpersonal skills, ability to multitask, and adapt to changing priorities.
• Initiative, decision-making skills, and discretion handling confidential matters.
• Proficiency with email, calendaring, Word, Excel, PowerPoint, FileMaker Pro, Concur, and web publishing software; willingness to learn new systems.
• Excellent grammar, writing skills, accuracy, and attention to detail.

PREFERRED: MIT experience, supporting a senior person, and managing a busy calendar.

Additional Details

• Full-Time, 40 hours/week; in-office Monday – Friday, with some remote work possible.
• Occasional night and weekend hours may be required.
• Hiring range: $32.00 - $37.00/hour, based on experience and education.
• Application deadline: 3/5/2025.