Group Administrative Assistant

MIT Lincoln Laboratory•Lexington, MA

1d•$32 - $38•Onsite

About The Position

Group 109 is seeking a professional and experienced Group Administrative Assistant to manage the daily operations of a busy group office. The role provides a wide range of administrative support, including office communications and supplies, calendar and meeting management, purchasing and expense processing, travel coordination, event and conference organization, training and hiring coordination, and onboarding support. The assistant also maintains group communication resources and intranet content, monitors the group SIPRnet email account, supports security and classified-material procedures, and updates emergency and environmental health and safety documentation. The position is on site, with occasional work-from-home arrangements permissible. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m. The selected candidate must be able to obtain and maintain a Secret-level DoD security clearance and will undergo a pre-employment background investigation.

Requirements

High school graduate with at least 5 years of directly related administrative experience; post-high-school education will count toward experience.
Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Strong written and oral communication, interpersonal, and organizational skills.
Ability to multitask and support several initiatives.
Ability to work independently under minimal direction with strong attention to detail.
Effective organizational skills and a confident approach to problem solving.
Ability to obtain and maintain a DoW clearance; the selected candidate must be able to obtain and maintain a Secret-level DoD security clearance.
U.S. citizenship is required.

Nice To Haves

Familiarity with SAP, Concur, Zoom, and SIPRNet.
Experience in a technology and/or security environment.

Responsibilities

Answer phones, distribute mail, and maintain office supplies.
Schedule meetings and maintain group and group leader calendars using Microsoft Outlook.
Enter shopping carts, timesheets, vacation time, work orders, ship orders, locksmith requests, and catering requests.
Create and distribute group seminar schedules, updates, and event information, and manage group email lists and communications.
Lead coordination and organizational efforts for workshops and conferences.
Arrange domestic and foreign travel, process expense vouchers, and send security clearances related to travel.
Obtain and use the group Procurement Card (Pcard) for purchases and provide purchase verification documentation.
Coordinate group events.
Prepare and submit release review requests.
Serve as the group's Organization Training Representative (OTR) and oversee staff training requirements.
Coordinate interviews with Human Resources and enter hiring requisitions using SuccessFactors.
Provision office space for new staff and provide them with group information and resources.
Monitor the group SIPRnet email account to send and receive classified information.
Maintain and update the Group 109 Community page on the laboratory intranet and the group Welcome Packet for new staff.
Update the group Emergency Action Plan and serve as the group's EHS representative.
Work with Security on annual reviews and classified material disposal, and oversee daily checks of group security containers and rooms.
Assist with meeting coordination and provide temporary coverage in a secure facility if interested.