Senior Administrative Assistant

MIT • Cambridge, MA

25d • Onsite

About The Position

This position will provide complex administrative support for the Haystack Director, including daily calendar and correspondence management. Additional support may be provided to other members of the Haystack Director’s Office. The role involves managing logistics for various events such as meetings, site visits, department lunches, colloquia, conferences, and open houses. This includes handling catering, guest speakers, invitations, IT needs, and related activities. The Senior Administrative Assistant will also make travel arrangements and prepare expense reports for all research staff and visiting guests. Responsibilities include overseeing the Observatory-wide absence calendar and conference room reservation calendars. Furthermore, the position will provide logistical support for summer student research programs, covering travel, housing, application coordination, and reporting. The role also entails managing and arranging EHS and tower climbing training and licensing schedules and sessions for technicians and trades staff. Other duties and projects will be assigned as needed.

Requirements

• High school diploma or its equivalent
• Five years of administrative, office, or related experience
• Excellent organizational, analytical, problem-solving, interpersonal, proofreading, and verbal and communication skills
• Discretion and good judgment with highly sensitive/confidential information/materials
• Advanced-level computer skills and familiarity with Macs and/or PCs
• Expertise with Word, Excel, SAP, Concur, on-line calendar software, and WordPress
• Willingness to learn new skills and programs as needed
• Ability to coordinate a number of projects simultaneously and adapt to and shift priorities as necessary
• Ability to work under pressure
• Ability to develop an understanding of organizational dynamics
• Ability to collaborate with colleagues at all levels
• Ability to function autonomously with minimal supervision in a highly visible position
• Ability to work as part of a team

Nice To Haves

• Bachelor’s degree
• Familiarity with MIT financial processes

Responsibilities

• Provide complex administrative support for the Haystack Director, including daily calendar and correspondence management.
• Manage logistics for meetings, site visits, department lunches, colloquia, conferences, open houses, and other special events.
• Make travel arrangements and prepare expense reports for research staff and visiting guests.
• Oversee Observatory-wide absence calendar and conference room reservation calendars.
• Provide logistical support for summer student research programs.
• Manage and arrange EHS and tower climbing training and licensing schedules and sessions for technicians and trades staff.
• Perform other duties and projects as assigned.

What This Job Offers

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