Senior Administrative Assistant

MIT•Cambridge, MA

24d•Onsite

About The Position

Provide advanced high-level administrative support for Open Learning Leadership, including multiple programs and projects, as part of a dynamic in-person administrative team. This role involves comprehensive calendar management, scheduling complex meetings, handling meeting logistics (room reservations, AV setup, catering), preparing meeting materials, and approving credit card expenses. The position also includes planning and coordinating high-profile events, managing vendor communications, and providing front desk coverage as part of the Open Learning admin team. Responsibilities also include other duties as assigned.

Requirements

High school diploma or equivalent.
A minimum of five years of related administrative/office experience.
Exceptional organizational and communication skills.
Proficiency in Google Suite and Microsoft Office.

Responsibilities

Provide advanced high-level administrative support for Open Learning Leadership.
Manage calendars, including scheduling diverse and complex appointments and meetings, accommodating multiple calendars and competing priorities.
Schedule complex in-person meetings for Open Learning Leadership.
Handle meeting logistics: reserve rooms, generate invitations, order food, set up AV for all in-person meetings.
Attend in-person meetings with the Vice Provost of Open Learning and take meeting notes for distribution and follow-up.
Prepare materials for meetings and other activities.
Approve credit card expenses under several cost objects and process finances.
Plan and coordinate high-profile in-person events.
Maintain regular channels of communication with key stakeholders and partner organizations.
Attend in-person to set up and break down events, including signage, nametags, registration lists, seating charts, and other materials.
Handle vendor payments, space reservations, invitations, guest lists, vendor communication, food and beverage orders, and A/V requirements for events.
Be part of the Open Learning admin team.
Provide front desk coverage and back-up.
Perform other responsibilities as needed.