Administrative Assistant, Office Services

Updated: about 1 month ago
Location: Cambridge, MASSACHUSETTS

Working at MIT offers opportunities, an environment, a culture - and benefits - that just aren't found together anywhere else. If you're curious, motivated, want to be part of a unique community, and help shape the future - then take a look at this opportunity.

ADMINISTRATIVE ASSISTANT, OFFICE SERVICES , MIT Investment Management Company (MITIMCO)-Office Services Team , to organize and coordinate office operations and procedures to ensure organizational effectiveness, efficiency, and safety; provide administrative support to the Office Services team, including Human Resources; and provide back-up support to the receptionist. Responsibilities include serving as primary back-up to office receptionist, greeting visitors, triaging calls, ensuring common areas are neat, maintaining meeting calendars, and a variety of other duties; taking independent ownership of the overall organization, cleanliness, and efficiency of the office, including maintaining supplies, equipment, and conference rooms; coordinating work orders and maintenance staff; supporting diverse internal and external events and activities, including coordinating vendors, ordering catering, securing speakers, setting up conference rooms, coordinating AV, etc.; scheduling appointments and meetings for the team; utilizing Buy2Pay (B2P) system for ordering supplies, creating requisitions, and submitting invoices; processing team expenses through Concur and supporting procurement card validation for the office; maintaining process documentation; drafting written correspondence; handling mail; supporting ad hoc projects; organizing and maintain the kitchen.

Job Requirements
REQUIRED : high school diploma or its equivalent; at least two years' office/administrative support experience; initiative; proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint); attention to detail and accuracy; excellent customer service, communication, and interpersonal skills; ability to interface with all levels of staff through to executive management; discretion and judgment with confidential information; and willingness to suggest improvements and refinements to improve overall effectiveness of the team and to then follow-through on enhancements and suggestions. Must be able to problem-solve; multitask, set priorities, and manage competing demands; remain flexible under pressure despite changing priorities and frequent interruptions; and work independently with minimal supervision. Job #19576-4

Internal Number: 19576
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