Administrative Assistant (Fabrication Engineering Group)

MIT Lincoln Laboratory•Lexington, MA

1d•$32 - $38•Onsite

About The Position

The Fabrication Engineering Group (Group 72), part of the Engineering Division at MIT Lincoln Laboratory, specializes in the rapid fabrication, assembly, integration, and testing of advanced hardware prototypes for national security applications. The group’s expertise spans precision machining, additive manufacturing, 5-axis machining, and design for manufacturability (DFM) of printed circuit boards (PCBs). The group also provides assembly, integration, and testing capabilities, including clean rooms, vibration testing, thermal testing, and space simulation chambers. The Fabrication Engineering Group emphasizes technical excellence, collaboration, and operational efficiency to deliver state-of-the-art prototyping capabilities for high-complexity parts and quick-turn projects. The Fabrication Engineering Group is seeking a highly motivated and professional Group Administrative Assistant to support daily office operations. This role encompasses a wide variety of administrative support tasks and requires a team-oriented individual with strong communication skills, organizational abilities, and a high level of professionalism. Reporting to the Group Business Manager, the Group Admin is a critical connection point to the Group Office.

Requirements

High School graduate with at least 5 years of relevant experience, or Associate’s degree with at least 3 years of relevant experience, or Bachelor’s degree in business or a relevant field.
Proficient in MS Office Suite (Outlook, OneNote, Excel, PowerPoint, Word).
Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills.
Ability to perform administrative tasks in a highly collaborative environment, managing multiple assignments and prioritizing workflow with minimal supervision.
Ability to obtain and maintain a government security clearance.
U.S. citizenship is required.

Nice To Haves

Experience working in STEM fields or government environments.
Familiarity with Concur, SuccessFactors, Field Glass, SAP, Analysis for Office, MS Forms, MS Power BI and SharePoint.

Responsibilities

Manage multiple calendars, including conference room scheduling and group status boards.
Coordinate internal and external visits and meetings.
Maintain office equipment and supply levels.
Serve as the property coordinator and point of contact for property-related matters.
Provide coverage for administrative absences in other offices as needed.
Take ownership of onboarding logistics, including coordinating resources and ensuring a smooth transition for new team members.
Enter weekly timesheets for support, service, and subcontractors.
Process shopping carts, credit card procurements, and other purchasing tasks.
Arrange travel and process expense vouchers.
Submit facilities and IT work orders, as well as data entry into Laboratory web-based forms.
Submit release reviews and ensure compliance with Laboratory policies.
Maintain a high level of professionalism in communication with senior management and external parties.
Exercise discretion in handling private and classified information.
Escort visitors and ensure compliance with security protocols.