Administrative Assistant 2

MIT•Cambridge, MA

2d•Hybrid

About The Position

Provide comprehensive administrative support to three to five faculty members and their research groups, including students, postdoctoral staff, and visitors, in Nuclear Science and Engineering (NSE). A major focus is organizing the annual Reactor Technology Course (RTC), a high-profile, 3.5-week summer program requiring coordination of speaker travel, event logistics, catering, and budget tracking. The role also plans smaller workshops and meetings, tracks spending and sponsored-project restrictions, monitors budgets, and handles confidential data responsibly. The position makes complex travel arrangements, processes expense reports through Concur, and purchases supplies through Coupa. It serves as a local expert who advises and trains group members on MIT policies. Other duties may include maintaining and updating multiple group websites, supporting MIT course platforms, and preparing or editing professional documents, grant materials, and journal submissions. The assistant collaborates with the Department team to navigate MIT administrative procedures, resolve problems, and share best practices with NSE staff. The position generally allows a hybrid schedule, with at least three days on campus and two days remote when work allows.

Requirements

High school education or equivalent.
A minimum of three years of relevant administrative experience.
Excellent interpersonal and communication skills.
A strong customer service orientation.
Excellent organizational skills.
Ability to set priorities and manage multiple tasks in parallel in a busy environment.
Ability to work independently and as part of a team.
Sensitivity and discretion when dealing with students and academic issues.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Ability to master new software quickly.
Basic understanding of accounting processes related to billing and invoicing.
Experience planning meetings and events.
Proven experience working within a budget.
Ability to anticipate needs.

Nice To Haves

MIT experience.
Bachelor’s degree.

Responsibilities

Provide comprehensive administrative support to three to five faculty members and their research groups, including students, postdoctoral staff, and visitors.
Organize the annual Reactor Technology Course, coordinating speaker travel, event logistics, catering, and budget tracking.
Plan smaller workshops and meetings.
Track spending and restrictions on sponsored projects and monitor budgets.
Handle confidential data responsibly.
Make complex travel arrangements.
Process expense reports using Concur.
Purchase supplies using Coupa.
Advise and train group members on MIT policies.
Maintain and update multiple group websites, as needed.
Support MIT course platforms, as needed.
Prepare or edit professional documents, grant materials, and journal submissions, as needed.
Collaborate with the Department team to navigate MIT administrative procedures, resolve problems, and share best practices with NSE staff.