MITIMCo Assistant, Office Services

Massachusetts Institute of Technology; Cambridge (MA); On-site; USD 48,000 - 60,000; Full time

Job summary

MIT Investment Management Company seeks an Office Assistant to run a polished, efficient front and back-office environment. You will manage the 10th-floor kitchen, conference rooms, supplies, and equipment, coordinating with vendors and staff.

You will handle orders via Coupa, process invoices in Concur, prepare correspondence, mail, and meeting logistics, and provide HR administrative support. As backup receptionist, you will greet visitors and support events on the 9th floor.

Qualifications

• High school diploma or equivalent.
• Minimum of two years of office management or administrative support experience.
• Detail-oriented, highly organized, proactive and able to work independently.
• Strong judgment, discretion, communication, interpersonal, and Microsoft Office skills.
• Able to lift at least 20 pounds.

Responsibilities

• Manage daily operations of the 10th-floor kitchen, conference rooms, supplies, equipment and common areas.
• Monitor inventory and place orders through MIT’s Buy2Pay (Coupa) system; coordinate deliveries and maintenance requests.
• Create requisitions, submit invoices and process team expenses through Concur; assist with PCard reconciliation.
• Support office events and meetings: catering, vendors, speakers, visitor schedules, room setup and audiovisual needs.
• Prepare correspondence and distribution materials; manage mail; maintain process documentation and office policies.
• Assist with ad hoc projects and HR administrative needs; provide backup receptionist coverage on lunch and absences; greet visitors.
• Coordinate guest parking and maintain 9th floor common areas, ensuring cleanliness and readiness.

Skills

Detail-oriented

Organized

Proactive

Independent work

Strong judgment

Discretion

Communication

Interpersonal skills

Microsoft Office

Multitasking/Prioritization

Confidential information handling

Staff interaction

Education

High school diploma or equivalent

Tools

Coupa Buy2Pay

Concur

Job description

Posting Description

OFFICE ASSISTANT, MIT Investment Management Company, is responsible for maintaining a professional, organized, and efficient office environment while providing administrative and reception support across the organization. The 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.

Job Requirements

REQUIRED: High school diploma or equivalent and a minimum of two years of office management or administrative support experience; be detail-oriented, highly organized, proactive, and able to work independently with minimal supervision; strong judgment, discretion, communication, interpersonal, and Microsoft Office skills; be comfortable managing competing priorities, frequent interruptions, and confidential information while interacting professionally with staff at all levels, including executive management; and be able to lift at least 20 pounds.

10/5/2026