Administrative Assistant 3, Assistant to Department Head

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Posting Description

SENIOR ADMINISTRATIVE ASSISTANT, Mathematics, to provide complex, high-level administrative support to the Department Head and senior leadership. Acts as the primary point of contact for the Department Head's office operations, calendar, and correspondence, and core responsibilities include managing complex scheduling and meeting logistics; planning high-profile department events and seminars; compiling sensitive, confidential tenure and promotion materials; managing databases and generating reports; and serving as a senior administrative resource and backup across the department. Will serve as the primary administrative point of contact for the Department Head’s office, handling communications (email, phone, mail), managing calendar and travel itineraries, and drafting correspondence on the Department Head’s behalf as needed; and coordinate appointments, faculty meetings, and high-profile departmental events (conferences, seminars, retreats)

The full job description is available, here: https://math.mit.edu/about/employment.html 

Job Requirements

REQUIRED: High school diploma or equivalent; a minimum of five years of administrative, office, or related experience; a proactive and adaptable self-starter who can handle multiple tasks concurrently, and set priorities in a demanding environment with frequent interruptions; ability to anticipate the needs of the department head; excellent interpersonal, written, and oral communication skills; demonstrated proficiency in English composition and data analysis; excellent organizational, editing, proofreading, problem-solving, and critical thinking skills; strong attention to detail and accuracy and ability to meet shifting deadlines; advanced-level proficiency with Mac OS/Windows, Microsoft Office, Word, Excel, PowerPoint, web and graphic design software, email, internet use, and Adobe, with ability to learn new programs as necessary; discretion, and good judgment with sensitive/confidential information; and work independently and as part of a team, exercise independent judgment, multitask, set priorities, and meet deadlines in a busy office setting with frequent interruptions. PREFERRED: Bachelor’s degree; related experience in an academic environment; MIT experience; knowledge of SAP, Concur, and MIT financial processes, policies, and procedures; and experience leading others.

May be required to work nights and weekends (>5%).  May perform light lifting, e.g., moving chairs and tables, or items weighing 10 to 20 lbs.

Work schedule is in person and on campus only.

10/22/2026

Equal Employment Opportunity

MIT is an equal employment opportunity employer. We value diversity and strongly encourage applications from individuals from all identities and backgrounds. All qualified applicants will receive equitable consideration for employment based on their experience and qualifications, and will not be discriminated against on the basis of race, color, sex, sexual orientation, gender identity, pregnancy, religion, disability, age, genetic information, veteran status, or national or ethnic origin. See MIT's full policy on nondiscrimination. Know your rights.

MIT considers equivalent combinations of experience and education for certain jobs. All candidates who believe they possess equivalent experience and education are encouraged to apply.

Employment is contingent upon the completion of a satisfactory background check.