Office Services & Events Coordinator

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

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.