Administrative Assistant, Finance

MIT Investment Management Company is looking for a proactive, creative, and organized Administrative Assistant to support approximately 12 members of our Operations team to varying degrees. The Operations team supports all the non-investment decision-making functions of MITIMCo. This individual is a key player in providing comprehensive, high-level administrative support to the 1) Finance, 2) Real Estate Accounting, and 3) Technology teams. This individual will also provide administrative support to the Chief Financial Officer and coordinate Operations-wide meetings and events.

This position requires direct communication with a wide variety of investment managers, investment administrators, peer institutions, vendors, MIT management and faculty. This individual must be comfortable interacting with high level executives. As an Administrative Assistant at MITIMCo, it is expected the incumbent will take initiative to resolve problems and issues that may arise internally, as well as from external influences, by interpreting policies and collaborating with colleagues. Responsibilities include synthesizing, evaluating, and communicating information clearly; evaluating tasks and processes with an eye toward efficiency; scheduling internal and external meetings with varying complexities and multiple resources; responding to internal and external inquiries; supporting development activities for teams and all of Operations; and assisting with document and presentation preparation as necessary. This role will also carry out Operations accounts payable process including creating requisitions, maintaining purchase orders, submitting invoices, and tracking spending in MIT’s accounting system. In a related capacity, this individual will work with others to coordinate the annual budget process. This role will support annual processes that involve departments across Operations, such as annual policy manual revisions and keeping a log of incidents for compliance reviews.

The Administrative Assistant position requires the ability to exercise discretion and independent judgement, as well as to prioritize work and to perform well under pressure with tight deadlines. This position will interact with significant amounts of confidential information related to MIT investments.

Principle Duties and Responsibilities:

• Represent Operations team and/or assigned executive(s) to internal and external constituencies, at times dealing with significant amounts of confidential information, requiring judgment, discretion, and tact.
• Anticipate and proactively address teams’ needs, including but not limited to, managing and communicating project deadlines, requiring a high level of independence and flexibility.
• Respond to inquiries requiring an in-depth understanding of work area and MIT policies and procedures. Inquiries may be complex and require additional research. Takes ownership of inquiries by providing explanations and instructions. Ensure inquiries are addressed and resolved.
• Compose, draft, edit, and/or format documents and presentations utilizing formatting requirements and design guidelines for both internal and external meetings; researching information as needed from multiple sources to create documents; and compile research materials and pull reports on request.
• Coordinate and schedule both onsite and offsite appointments, meetings, and lunches/dinners; and generally, manage complex teams’ calendars, which will require regular communication with high-level MIT administrators, executives and external non-MIT contacts, as well as ordering catering and supporting relevant logistics needs.
• Implement and support quarterly budget monitoring, as well as provide comprehensive, collaborative financial support across MITIMCo.
• Support efficient paper and digital document management by initiating process and systems improvements to workflows necessary to effectively monitor documents as they flow through the cycle; and ensure that documents are stored properly for accurate retention and retrieval in Dynamo or other electronic storage mechanisms.
• Develop annual departmental budget proposals both for MIT and the MITIMCo Board of Directors, as well as developing documentation, approval and allocation processes.
• Oversee, monitor and evaluate all general operating accounts and cost objects administered in MITIMCo, ensuring accuracy of data.
• Arrange travel including flights, hotels, trains and car service for multiple individuals in partnership with a travel agency. Prepare detailed and complex travel itineraries and communicate all plans to appropriate parties via Outlook calendar and/or email.
• Process all expense reimbursements within a timely manner using Concur reporting system. Proactively create systematic method for collecting, submitting, and storing receipts from team members in accordance with the MIT travel guidelines.
• Process documents for signature using approved procedures.
• Provide general back-up support to the MITIMCo office services and administrative support teams in the event of an absence (e.g. mail, reception coverage, and kitchen maintenance).
• Support challenging projects to support the Operations team will be assigned on an ad-hoc basis.

Supervision Received:

• Will report to Chief Financial Officer.

Qualifications* & Skills**:

• Bachelor’s Degree preferred. High School education or equivalent accepted with commensurate experience. A minimum of five years administrative or related experience required.
• Excellent computer skills, including fluency in Outlook email and calendaring, SharePoint, PowerPoint, Word, and Excel.
• Demonstrated ability to take initiative and resolve complex problems in a thorough and timely manner, determining the appropriate course of action with minimal supervision.
• Demonstrated ability to set priorities and juggle multiple activities at once, often working under pressure and with frequent interruptions.
• Strong communication and interpersonal skills, both verbal and written. Ability to effectively adapt approach across a variety of communication styles.
• Demonstrated success in suggesting, implementing, and following-through on improvements and refinements to increase the overall effectiveness of a team.
• Desire to give, receive, and implement feedback with a growth mindset.
• Ability to balance detail orientation with big-picture thinking.
• Ability to deal with confidential information and/or issues using discretion and judgment.
• Comfort interacting with high-level executives.
• Ability to work from our Cambridge, MA, offices at least two days per week and/or as required by company policy.

*Please note that MIT does not provide visa sponsorship for technical, administrative, or library full-time or part-time regular positions. Additionally, MIT does not provide visa sponsorship to recent graduates and practicing professionals for internship training, practical experience, or other non-teaching, non-research affiliations.

**Employment is contingent upon the satisfactory completion of a background check.