Administrative Assistant 2

MIT • Cambridge, MA

4d

About The Position

ADMINISTRATIVE ASSISTANT 2 , Mechanical Engineering , perform complex and diverse duties in support of Mission Innovation X (MIx); serve as a primary source of information to Executive Director, his staff and students, requiring broad knowledge of policies and resources; manage incoming calls, visitors, and e-mail inquiries, which includes, in general, responding to standard and complex inquiries and use judgment and knowledge to determine when to arrange consultations with 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; and 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 materials retrieval, and distribute mail; and will handle confidential staff and graduate student information for the Executive Director and Senior Program Manager.

Requirements

• 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.)

Nice To Haves

• Bachelor’s degree or a thorough understanding of MIT administrative processes.

Responsibilities

• perform complex and diverse duties in support of Mission Innovation X (MIx)
• serve as a primary source of information to Executive Director, his staff and students
• manage incoming calls, visitors, and e-mail inquiries
• monitor and reconcile accounts
• process reimbursements and Procard verifications for staff and students
• prepare correspondence to respond to internal inquiries from clients and Institute representatives, and external inquiries from outside individuals, institutions, and agencies
• 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 materials retrieval, and distribute mail
• handle confidential staff and graduate student information for the Executive Director and Senior Program Manager

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees