Group Administrative Assistant (Rapid Prototyping Group)

MIT Lincoln Laboratory•Lexington, MA

7d•$32 - $38•Onsite

About The Position

The Engineering Division is seeking to fill the Group Administrative Assistant role to help with the responsibilities of the daily operation of the Rapid Prototyping Group, encompassing a wide variety of administrative support tasks. The candidate should be team oriented and possess strong communication skills. An ability to work successfully with others is essential, as is the ability to work under pressure in a fast-paced, multi-faceted office. The candidate is expected to possess a high level of professionalism in communication with senior management and other external parties, a strong level of discretion in handling private information, and excellent ability to maintain situational awareness of office and Laboratory level matters. The Group Admin, reporting to the Senior Business Manager, will support the The Rapid Protoyping Group Office Leadership within the Division Operations Team.

Requirements

High School graduate with 3-5 years of relevant experience or Bachelor's Degree in a relevant area.
Proficient in MS Office Suite (Outlook, Teams, Word, Excel, PowerPoint, Access).
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.
The ability to obtain and maintain a government security clearance is required.

Nice To Haves

Experience working with STEM field or government.
Experience with SAP, Concur, Success Factors, Field Glass and Analysis for Office.
Proficient in Zoom for Government and Microsoft Teams.

Responsibilities

Manage multiple calendars, a conference room calendar and group status board.
Coordinate internal and external visits and meetings.
Maintain office equipment and supply levels.
Serve as the property coordinator for the group and the point of contact for property.
Set priorities and manage multiple concurrent tasks.
Possess effective written and oral communication and interpersonal skills.
Work independently under minimal direction and effectively monitor details.
Enter weekly time sheets for support, service, and subcontractors.
Process shopping carts and procurements.
Execute credit card procurements.
Arrange travel and process expense reports.
Submit facilities and IT work orders.
Perform data entry into a variety of Laboratory web-based forms.
Submit release reviews.
Type and edit memoranda.
Create and maintain spreadsheets.
Draft and edit presentations.
Compose and archive correspondence for the office.
Communicate with senior management and external parties with a high level of professionalism.
Handle private and classified electronic and hard copy information with an effective level of discretion.
Escort visitors.