"Administrative Assistant 2"

Posting Description

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.

Job Requirements

• REQUIRED: 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; and extensive proficiency with standard administrative software suites (Microsoft, Google Drive, Dropbox etc.).
• PREFERRED: Bachelor’s degree or a thorough understanding of MIT administrative processes.