Massachusetts Institute of Technology (MIT)
Administrative Assistant 2
Massachusetts Institute of Technology (MIT), Cambridge, Massachusetts, us, 02140
ADMINISTRATIVE ASSISTANT 2, Mechanical Engineering
Mission Innovation X (MIx) is seeking an experienced Administrative Assistant to support the Executive Director, staff, and students. The role involves complex responsibilities and requires a broad knowledge of institutional policies and resources.
Responsibilities
Perform complex and diverse duties in support of MIx and serve as a primary source of information to the Executive Director, staff, and students, requiring broad knowledge of policies and resources.
Manage incoming calls, visitors, and e‑mail inquiries, responding to standard and complex inquiries and using judgment to determine when to arrange consultations with a supervisor.
Monitor and reconcile accounts, process reimbursements and Procard verifications for staff and students, and report to the Executive Director, principal investigators, Financial Coordinator, and/or Senior Program Manager on financial matters.
Prepare correspondence to respond to internal inquiries from clients and Institute representatives, and external inquiries from outside individuals, institutions, and agencies, for own or supervisor's signature.
Compose, edit, and proofread key office and promotional materials.
Prepare Concur travel expense reports.
Assist in creating a welcoming and well‑organized office environment, maintain filing system for easy material retrieval, and distribute mail.
Handle confidential staff and graduate student information for the Executive Director and Senior Program Manager.
Required Qualifications
High School diploma or equivalent.
A minimum of three years secretarial, office, or related experience.
Strong interpersonal skills and ease with both telephone and in‑person contacts.
Team‑oriented, proactive self‑starter with excellent organizational, communication and time‑management skills.
Ability to work with minimal supervision and leverage resources to streamline administrative processes.
Ability to prioritize competing demands and follow through on tasks despite interruptions.
Discretion and excellent judgment, especially in matters of confidentiality.
Extensive proficiency with standard administrative software suites (Microsoft, Google Drive, Dropbox, etc.).
Preferred Qualifications
Bachelor's degree or a thorough understanding of MIT administrative processes.
Posted: 12/17/2025
#J-18808-Ljbffr
Responsibilities
Perform complex and diverse duties in support of MIx and serve as a primary source of information to the Executive Director, staff, and students, requiring broad knowledge of policies and resources.
Manage incoming calls, visitors, and e‑mail inquiries, responding to standard and complex inquiries and using judgment to determine when to arrange consultations with a supervisor.
Monitor and reconcile accounts, process reimbursements and Procard verifications for staff and students, and report to the Executive Director, principal investigators, Financial Coordinator, and/or Senior Program Manager on financial matters.
Prepare correspondence to respond to internal inquiries from clients and Institute representatives, and external inquiries from outside individuals, institutions, and agencies, for own or supervisor's signature.
Compose, edit, and proofread key office and promotional materials.
Prepare Concur travel expense reports.
Assist in creating a welcoming and well‑organized office environment, maintain filing system for easy material retrieval, and distribute mail.
Handle confidential staff and graduate student information for the Executive Director and Senior Program Manager.
Required Qualifications
High School diploma or equivalent.
A minimum of three years secretarial, office, or related experience.
Strong interpersonal skills and ease with both telephone and in‑person contacts.
Team‑oriented, proactive self‑starter with excellent organizational, communication and time‑management skills.
Ability to work with minimal supervision and leverage resources to streamline administrative processes.
Ability to prioritize competing demands and follow through on tasks despite interruptions.
Discretion and excellent judgment, especially in matters of confidentiality.
Extensive proficiency with standard administrative software suites (Microsoft, Google Drive, Dropbox, etc.).
Preferred Qualifications
Bachelor's degree or a thorough understanding of MIT administrative processes.
Posted: 12/17/2025
#J-18808-Ljbffr