Executive Assistant

MIT • Cambridge, MA

17h • Hybrid

About The Position

EXECUTIVE ASSISTANT , to the Vice Chancellor for Graduate and Undergraduate Education (GUE), will provide high-level administrative support in a fast-paced, confidential environment. This role acts as a primary liaison between senior leadership, faculty, and students, requiring exceptional discretion and independent judgment. Will provide executive support including managing a complex calendar, screening inquiries, and preparing briefing materials and correspondence; meeting and committee management including coordinating governance and leadership meetings, including agenda preparation, minute-taking, and tracking action items; operations and events support including planning high-profile events (retreats, Ivy+ convenings), overseeing GUE Headquarters logistics, and managing the academic thesis hold process; travel and finance including organizing domestic and international travel and processing expenses via MIT systems like Concur and B2P.

Requirements

• High school diploma or equivalent
• a minimum of seven years of administrative experience, with two years supporting a senior executive
• mastery of Microsoft Office (Outlook, Word, Excel, PowerPoint), Zoom, and Adobe Acrobat
• ability to learn MIT-specific systems (SAP, B2P)
• exceptional writing, proofreading, and interpersonal skills
• proven ability to handle sensitive information and resolve complex scheduling conflicts independently
• ability to thrive in a hybrid/flex work environment and work occasional evenings or weekends

Responsibilities

• managing a complex calendar
• screening inquiries
• preparing briefing materials and correspondence
• coordinating governance and leadership meetings, including agenda preparation, minute-taking, and tracking action items
• planning high-profile events (retreats, Ivy+ convenings)
• overseeing GUE Headquarters logistics
• managing the academic thesis hold process
• organizing domestic and international travel
• processing expenses via MIT systems like Concur and B2P

What This Job Offers

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