Senior Administrative Assistant

MIT • Cambridge, MA

11d • 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, maintaining communication with stakeholders, and providing front desk coverage as part of the Open Learning admin team.

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.
• Accommodate 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.
• Attend meetings with the Vice Provost of Open Learning and take meeting notes.
• Prepare materials for meetings and other activities.
• Approve credit card expenses and process finances.
• Plan and coordinate high-profile in-person events.
• Maintain communication with key stakeholders and partner organizations.
• Attend events in person for setup and breakdown.
• Manage event-related materials such as signage, nametags, registration lists, and seating charts.
• Process vendor payments.
• Handle space reservations, invitations, and guest lists for events.
• Communicate with vendors regarding event logistics, food and beverage orders, and A/V requirements.
• Be part of the Open Learning admin team.
• Provide front desk coverage and back-up support.
• Perform other responsibilities as needed.

What This Job Offers

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