Senior Administrative Assistant

Massachusetts Institute of Technology - Cambridge, MA

Cambridge, MA

Educational Services

About the position

SENIOR ADMINISTRATIVE ASSISTANT, Office of the President, will work with the Executive Assistant to provide complex and diverse administrative support to the President; respond to phone and in-person inquiries requiring an in-depth understanding of MIT and the President's Office policies and procedures; act as first point of contact for the Office of the President; manage the scheduling of diverse meetings, accommodating multiple calendars and competing priorities; compile information such as bios for the daily meeting folders for the President; assist with complex travel arrangements, creating itineraries, and processing travel expense reports for the President and their spouse; schedule office hours for the President; open, sort, and distribute incoming mail; review and proofread various internal correspondence and documents; create purchase orders for events hosted by the President; handle confidential information with discretion; and anticipate and initiate actions regarding office operations.

Responsibilities

• Provide complex and diverse administrative support to the President.
• Respond to phone and in-person inquiries requiring an in-depth understanding of MIT and the President's Office policies and procedures.
• Act as first point of contact for the Office of the President.
• Manage the scheduling of diverse meetings, accommodating multiple calendars and competing priorities.
• Compile information such as bios for the daily meeting folders for the President.
• Assist with complex travel arrangements, creating itineraries, and processing travel expense reports for the President and their spouse.
• Schedule office hours for the President.
• Open, sort, and distribute incoming mail.
• Review and proofread various internal correspondence and documents.
• Create purchase orders for events hosted by the President.
• Handle confidential information with discretion.
• Anticipate and initiate actions regarding office operations.

Requirements

• High school diploma or equivalent.
• A minimum of five years of administrative, office, or related experience.
• Excellent organizational, administrative, and communication skills.
• Ability to anticipate the needs of the office.
• Robust interpersonal skills to work with a wide range of individuals and groups.
• Keen attention to detail.
• Competence to handle multiple tasks simultaneously.
• Ability to work independently and function effectively as a member of a team.
• Discretion when working with confidential and sensitive information.
• Advanced-level computer skills, including proficiency with Microsoft Office.

Nice-to-haves

• Bachelor's degree.
• Experience working with high-level or C-suite executives within a large organization or university environment.