Administrative Assistant 3, Assistant to Department Head

MIT • Cambridge, MA

1d • Onsite

About The Position

The Senior Administrative Assistant provides complex, high-level administrative support to the Department Head and senior leadership in the Mathematics department. The role serves as the primary administrative point of contact for the Department Head’s office, managing office operations, communications, calendar, and correspondence. Responsibilities include coordinating appointments, faculty meetings, travel itineraries, and meeting logistics; planning high-profile departmental events and seminars; preparing sensitive, confidential tenure and promotion materials; managing databases and generating reports; and providing senior administrative support and backup across the department. The position is in person and on campus.

Requirements

• High school diploma or equivalent.
• At least five years of administrative, office, or related experience.
• Proactive and adaptable self-starter able to handle multiple tasks concurrently and set priorities in a demanding environment with frequent interruptions.
• Ability to anticipate the needs of the Department Head.
• Excellent interpersonal, written, and oral communication skills.
• Demonstrated proficiency in English composition and data analysis.
• Excellent organizational, editing, proofreading, problem-solving, and critical-thinking skills.
• Strong attention to detail and accuracy, with the ability to meet shifting deadlines.
• Advanced proficiency with Mac OS/Windows, Microsoft Office, Word, Excel, PowerPoint, web and graphic design software, email, internet use, and Adobe, and ability to learn new programs as necessary.
• Discretion and good judgment when handling sensitive and confidential information.
• Ability to work independently and as part of a team, exercise independent judgment, multitask, set priorities, and meet deadlines in a busy office setting with frequent interruptions.

Nice To Haves

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

Responsibilities

• Serve as the primary administrative point of contact for the Department Head’s office and handle email, phone, and mail communications.
• Manage the Department Head’s calendar and travel itineraries, and draft correspondence on the Department Head’s behalf as needed.
• Coordinate appointments, faculty meetings, and meeting logistics.
• Plan high-profile departmental events, including conferences, seminars, and retreats.
• Compile sensitive and confidential tenure and promotion materials.
• Manage databases and generate reports.
• Serve as a senior administrative resource and provide backup across the department.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED