Administrative Assistant

ADMINISTRATIVE ASSISTANT 2, Mechanical Engineering

Mission Innovation X (MIx) is seeking an experienced Administrative Assistant to support the Executive Director, staff, and students. The role involves complex responsibilities and requires a broad knowledge of institutional policies and resources.

• Perform complex and diverse duties in support of MIx and serve as a primary source of information to the Executive Director, staff, and students, requiring broad knowledge of policies and resources.
• Manage incoming calls, visitors, and e‑mail inquiries, responding to standard and complex inquiries and using judgment to determine when to arrange consultations with a 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.
• 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 material retrieval, and distribute mail.
• Handle confidential staff and graduate student information for the Executive Director and Senior Program Manager.

• 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.
• Extensive proficiency with standard administrative software suites (Microsoft, Google Drive, Dropbox, etc.).

• Bachelor's degree or a thorough understanding of MIT administrative processes.

Posted: 12/17/2025