Group Administrative Assistant

MIT Lincoln Laboratory•Lexington, MA

7d•$32 - $38•Hybrid

About The Position

The Homeland Sensors and Analytics Group builds technology to counter threats to our critical infrastructure, land and maritime borders, transportation systems, and public places, and to enable US forces to disrupt transnational criminal and terrorist organizations. We focus on the development and fielding of advanced sensors, AI and data analytics, and integrated human-machine decision making to help monitor and characterize these threats. We specialize in prototyping new sensor technologies as well as collecting and processing a wide range of data types — including radar, video, imagery, text, point cloud, transactional, and body-worn sensor data — from both commercial and Laboratory-developed sensors. We often apply advanced machine learning methods to convert raw data into actionable insights about the activities of threat actors, networks, or organizations. Our ultimate goal is to field solutions that significantly enhance the decision-making process of analysts and operators who secure the homeland.

Requirements

Bachelor’s degree (preferred), with at least 3 years of prior experience in an administrative support role; alternatively, an associate’s degree holder or High School graduate with at least 6 years of related administrative experience will be considered.
Proven record of organizational skill, attention to detail, ability to handle multiple concurrent tasks, display excellent follow-up skills, and ability to work successfully in a fast-paced, performance-driven environment.
Proficiency with the Microsoft Office suite of tools (specifically Outlook, Word, Excel, and PowerPoint).
Must have a record of successfully working in a team environment along with effective methods of collaboration and interaction with others.
Must be able to prioritize multiple complex tasks seamlessly.
Experience and proven ability to effectively deal with sensitive and confidential matters and ability to appropriately and professionally interact with internal and external contacts is required. This includes both verbal and written communication.
Ability to become proficient with Laboratory policy and procedures and Laboratory-specific computer-based tools.
Proactive support for the Group Office by anticipating many of the administrative needs of the Group.
A minimum of 4 days/week onsite is required; potential for 1 day/week remote work once fluent in the position and responsibilities.
Standard hours are 8:30 AM – 5:00 PM.
Ability to obtain and maintain a Secret Clearance is required.

Responsibilities

Prioritize, coordinate, implement, and track all administrative workflow within the group, to include purchases, travel, ship & work orders, release reviews, and meeting requests
Coordinate domestic and international travel for group members. This includes booking travel, passing clearances, international travel paperwork, filling out expense reports, and coordinating equipment shipments
Schedule candidate interviews, distinguished visits, meetings, and seminars
Provide phone coverage for Group Office personnel
Serve as the Security and Emergency coordinator for the group
Help with administrative planning of workshops (working with other Administrative Assistants)
Facilitate onboarding of new group members and coordinate desk and equipment assignments
Coordinate closely with IT, Facilities, and other departments for group needs
Organize group functions, including team-building activities
Set priorities and manage multiple concurrent tasks in a fast-paced environment
Work independently under minimal direction, anticipating administrative needs