Administrative Assistant , Science

Administrative Assistant 2, City Science

Provide complex administrative, financial, and operational support to the City Science research group as the operational hub supporting daily research activities in a fast‑paced academic environment.

Primary responsibilities include:

• Monitor budgets and expenditures; process purchasing, reimbursements, invoices, contracts, and independent contractor payments.
• Maintain financial records and complete the monthly Financial Review & Control.
• Assist with administrative components of grant applications.
• Manage PI and team calendars, meetings, and complex scheduling.
• Triage and respond to internal and external communications.
• Coordinate domestic and international travel, visas, itineraries, and expense reporting.
• Serve as the primary information resource for the group and onboard new group members.
• Draft routine correspondence and support day‑to‑day operations.
• Support planning and coordination of the annual City Science Summit and other events; facilitate logistics for research projects, exhibitions, meetings, and demos.
• Coordinate hiring and supervision of student workers and contractors.
• Support academic activities, visiting students, UROPs, and deadlines; maintain the research group website.

Job requirements:

• High School diploma or equivalent; a minimum of three years of administrative or related experience.
• Strong organizational, communication, and customer service skills.
• High attention to detail, discretion, and ability to manage competing priorities.
• Proficiency with Google Workspace and comfort learning new tools.

Preferred qualifications:

• Associate or Bachelor’s degree.
• Experience in academic or research environments.
• Familiarity with MIT systems; website, social media, or additional language skills.

Location:

Boston, MA. Salary: $50,000–$60,000.

Employment type:

Full‑time. Seniority level:
Mid‑Senior level.