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Senior Administrative Assistant

Job Number: 25892
Functional Area: Office Support
Department: Haystack Observatory
School Area: VP Research
Pay Range Minimum: $32.00
Pay Range Maximum: $38.10

Employment Type: Full-Time
Employment Category: Non-Exempt
Visa Sponsorship Available: No
Schedule:
Pay Grade: 6

Posting Description

SENIOR ADMINISTRATIVE ASSISTANT, Haystack Observatory, will 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 for meetings, site visits, department lunches, colloquia, conferences, open houses and other special events including catering, guest speakers, invitations, IT needs, and related activities. Will make travel arrangements and prepare expense reports for all research staff at the observatory as well as guests visiting the observatory. Will assist with overseeing Observatory-wide absence calendar and conference room reservation calendars. Will provide logistical support for summer student research programs including items such as travel, housing and application coordination, and reporting. Will manage and arrange EHS and tower climbing training and licensing schedules and sessions for technicians and trades staff. Other duties and projects as assigned.

Job Requirements

REQUIRED: High school diploma or its equivalent; five years of 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; ability 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.

Haystack Observatory is located in Westford, MA.

7/23/2026