Administrative Assistant 3

MIT • Cambridge, MA

3d • Onsite

About The Position

Serves as the primary administrative resource for the MIT Materials Research Science and Engineering Center (MRSEC), a multidisciplinary research center within the Materials Research Laboratory (MRL). Working with Center leadership, faculty investigators, MRL staff, students, and external partners, this position coordinates administrative activities supporting research, education, internships, outreach, industry engagement, and Center operations. Key responsibilities include coordinating participant admissions, onboarding, communications, scheduling, and recordkeeping; supporting personnel appointment processes; maintaining administrative procedures, records, filing systems, and participant databases; and serving as a primary resource for faculty, participants, collaborators, and external partners. The position coordinates logistics for meetings, workshops, seminars, advisory board meetings, and Center events, including the annual Celebration & Summit, and supports website updates and administrative communications. The Administrative Assistant also provides financial and operational support, including purchasing, financial transactions, expenditure tracking, travel, reimbursements, vendor coordination, and preparation of financial information and reports. The position provides administrative support for the MRSEC Director’s research group and faculty responsibilities, including calendar, meetings, purchasing, travel, and limited teaching support.

Requirements

• High school diploma or equivalent
• Minimum of five years of administrative, office, or related experience
• Excellent interpersonal, written, and verbal communication skills
• Strong organizational, analytical, problem-solving, and time-management skills
• Sound judgment
• Initiative
• Attention to detail
• Ability to manage competing priorities
• Strong computer skills, including Microsoft Office
• Experience with databases, calendaring, collaboration, web content management, and MIT administrative systems

Responsibilities

• Coordinate administrative activities supporting research, education, internships, outreach, industry engagement, and Center operations.
• Coordinate participant admissions, onboarding, communications, scheduling, and recordkeeping.
• Support personnel appointment processes.
• Maintain administrative procedures, records, filing systems, and participant databases.
• Serve as a primary resource for faculty, participants, collaborators, and external partners.
• Coordinate logistics for meetings, workshops, seminars, advisory board meetings, and Center events.
• Support website updates and administrative communications.
• Provide financial and operational support, including purchasing, financial transactions, expenditure tracking, travel, reimbursements, vendor coordination, and preparation of financial information and reports.
• Provide administrative support for the MRSEC Director’s research group and faculty responsibilities, including calendar, meetings, purchasing, travel, and limited teaching support.

What This Job Offers

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