Administrative Assistant

MIT•Cambridge, MA

38d•Onsite

About The Position

ADMINISTRATIVE ASSISTANT , Open Learning (OL) , to provide high-level administrative support to multiple units within OL, including pK-12, Workforce Learning, Horizon, and xPRO, as part of a collaborative administrative team; coordinate complex calendars and schedule meetings for unit managers and teams, coordinating with colleagues across MIT and external partners; organize files and prepare materials for presentations, reports, and meetings; coordinate complex domestic and international travel arrangements and complete post-travel reporting; responsible for meeting logistics, in-person, including room reservations, catering, audiovisual needs, and setup/cleanup; plan and support staff events, seminars, conferences, and team gatherings, both in-person and hybrid; maintain databases, records, and documentation to support project tracking and reporting; draft and edit communications, including emails, meeting notes, and other written materials; provide in-person front desk coverage and backup support for other administrative staff as needed; assist with special projects and handle competing priorities while exercising sound judgment; process financial and travel transactions, approve credit card expenses, and support reimbursements across multiple cost objects; and support the smooth daily operations of assigned units. Full job description here: https://openlearning.mit.edu/jobs

Requirements

High school diploma or equivalent
Minimum three years of administrative experience
strong organizational, communication, and multitasking skills
The Administrative Assistant is expected to work on campus, in Cambridge, Massachusetts, 3-4 days/week
The in-person requirement is determined by the Vice Provost, Open Learning and is subject to change based on the needs of Open Learning and MIT

Responsibilities

provide high-level administrative support to multiple units within OL, including pK-12, Workforce Learning, Horizon, and xPRO, as part of a collaborative administrative team
coordinate complex calendars and schedule meetings for unit managers and teams, coordinating with colleagues across MIT and external partners
organize files and prepare materials for presentations, reports, and meetings
coordinate complex domestic and international travel arrangements and complete post-travel reporting
responsible for meeting logistics, in-person, including room reservations, catering, audiovisual needs, and setup/cleanup
plan and support staff events, seminars, conferences, and team gatherings, both in-person and hybrid
maintain databases, records, and documentation to support project tracking and reporting
draft and edit communications, including emails, meeting notes, and other written materials
provide in-person front desk coverage and backup support for other administrative staff as needed
assist with special projects and handle competing priorities while exercising sound judgment
process financial and travel transactions, approve credit card expenses, and support reimbursements across multiple cost objects
support the smooth daily operations of assigned units