MITIMCo Assistant, Office Services

MIT•Cambridge, MA

13d•Onsite

About The Position

The Office Assistant at the MIT Investment Management Company is responsible for maintaining a professional, organized, and efficient office environment while providing administrative and reception support across the organization. This role independently manages the daily operations of the 10th-floor kitchen, conference rooms, supplies, equipment, and common areas. Responsibilities include monitoring inventory, placing orders through MIT’s Buy2Pay (Coupa) system, coordinating deliveries and maintenance requests, creating requisitions, submitting invoices, processing team expenses through Concur, and supporting procurement card reconciliation. The Office Assistant supports office events and meetings by arranging catering, vendors, speakers, visitor schedules, conference room setup, and audiovisual needs. Additional responsibilities include preparing correspondence and distribution materials, managing incoming and outgoing mail, maintaining process documentation and office policies, and assisting with ad hoc projects and HR administrative needs. As the primary backup receptionist, the position provides lunch and absence coverage, welcomes and directs visitors, answers and triages phone calls, coordinates guest parking, maintains meeting schedules, and ensures common areas on the 9th floor remain clean, stocked, and ready for use.

Requirements

High school diploma or equivalent
A minimum of two years of office management or administrative support experience
Detail-oriented
Highly organized
Proactive
Able to work independently with minimal supervision
Strong judgment
Discretion
Communication skills
Interpersonal skills
Microsoft Office skills
Comfortable managing competing priorities, frequent interruptions, and confidential information
Able to interact professionally with staff at all levels, including executive management
Able to lift at least 20 pounds

Responsibilities

Maintaining a professional, organized, and efficient office environment
Providing administrative and reception support across the organization
Independently managing the daily operations of the 10th-floor kitchen, conference rooms, supplies, equipment, and common areas
Monitoring inventory, placing orders through MIT’s Buy2Pay (Coupa) system
Coordinating deliveries and maintenance requests
Creating requisitions, submitting invoices
Processing team expenses through Concur
Supporting procurement card reconciliation
Arranging catering, vendors, speakers, visitor schedules, conference room setup, and audiovisual needs for office events and meetings
Preparing correspondence and distribution materials
Managing incoming and outgoing mail
Maintaining process documentation and office policies
Assisting with ad hoc projects and HR administrative needs
Providing lunch and absence coverage as the primary backup receptionist
Welcoming and directing visitors
Answering and triaging phone calls
Coordinating guest parking
Maintaining meeting schedules
Ensuring common areas on the 9th floor remain clean, stocked, and ready for use