Senior Administrative Assistant

• Job Number: 24259

• Functional Area: Administration

• Department: Haystack Observatory

• School Area: VP Research

• Employment Type: Full-Time

• Employment Category: Non-Exempt

• Visa Sponsorship Available: No

• Schedule:

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  Job Description

SENIOR ADMINISTRATIVE ASSISTANT, Haystack Observatory, to provide complex administrative support for the Haystack director, including daily calendar and correspondence management. May provide additional support for other members of the Haystack Director’s Office. Will manage logistics (e.g., catering, guest speakers, invitations, IT needs, etc.) for department lunches, colloquia, conferences, open houses, and other special events; make travel arrangements and prepare expense reports for all observatory research staff and guests visiting the observatory; schedule and coordinate meetings and site visits; coordinate the process of submitting the annual report to the president and outside professional activities reports; oversee Haystack-wide absence calendar and conference room reservation calendars; provide logistical support for summer student research programs, including items such as travel, housing and application coordination, and reporting; manage and arrange EHS training and licensing schedules and sessions for technicians; and handle other projects/duties as assigned.

Job Requirements

REQUIRED: high school diploma or its equivalent; five years' 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; and willingness to learn new skills and programs as needed. Must be able to coordinate a number of projects simultaneously and adapt to and shift priorities as necessary; work under pressure; develop an understanding of organizational dynamics; collaborate with colleagues at all levels; and function autonomously with minimal supervision in a highly visible position and work as part of a team. PREFERRED: bachelor's degree and familiarity with MIT financial processes. Job #24259-6 Rate of pay: $31.00 - 34.00/hourHaystack Observatory is located in Westford, MA 7/26/24