Administrative Assistant 3

MIT • Cambridge, MA

22h

About The Position

SENIOR ADMINISTRATIVE ASSISTANT, Waves, Bits & Molecules Laboratory (WBML) , performs complex and diverse administrative duties with minimal supervision in support of the Director and leadership team. This role provides comprehensive administrative coordination across multiple programs and initiatives, including WBML’s international partnerships, industry collaborations, and advisory board activities. The position is responsible for organizing high-profile events and meetings throughout the year, including managing guest lists, agendas, logistics, and vendor coordination. The incumbent engages with faculty, students, and researchers across multiple departments, laboratories, centers and institutes (DLCIs). Key responsibilities include managing complex scheduling, travel coordination, and preparing detailed itineraries for visitors and stakeholders, including VIP delegations. The role also supports external sponsor engagement activities, including coordination with Industry partners for executive seminars, and an annual Advisory Board meeting. In addition, the Senior Administrative Assistant works closely with the Senior Program Manager on lab-wide operational processes, including database management, mailing list coordination, and communications support such as proofreading and content development. With a start-up mindset the role serves as a key resource for addressing inquiries and resolving day-to-day operational matters related to WBML activities.

Requirements

• High School education or equivalent
• A minimum of five years administrative, office, or related experience
• Strong organizational skills
• Fastidious attention to detail
• Ability to prioritize, anticipate, and initiate administrative tasks
• Strong start-up mindset
• Customer service orientation
• Strong interpersonal skills
• Exemplary work ethic
• Ability to build relationships with colleagues at WBML, RLE HQ and across MIT

Nice To Haves

• Bachelor’s degree
• Thorough understanding of MIT administrative processes

Responsibilities

• Performs complex and diverse administrative duties with minimal supervision in support of the Director and leadership team.
• Provides comprehensive administrative coordination across multiple programs and initiatives, including international partnerships, industry collaborations, and advisory board activities.
• Organizes high-profile events and meetings, including managing guest lists, agendas, logistics, and vendor coordination.
• Manages complex scheduling, travel coordination, and prepares detailed itineraries for visitors and stakeholders, including VIP delegations.
• Supports external sponsor engagement activities, including coordination with Industry partners for executive seminars, and an annual Advisory Board meeting.
• Works closely with the Senior Program Manager on lab-wide operational processes, including database management, mailing list coordination, and communications support such as proofreading and content development.
• Serves as a key resource for addressing inquiries and resolving day-to-day operational matters related to WBML activities.

What This Job Offers

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