Group Administrative Assistant

MIT Lincoln Laboratory•Lexington, MA

42d•$32 - $38•Onsite

About The Position

Group 53 (Secure, Resilient Systems and Technology) is a fast-growing team of engineers, scientists, and support staff focused on solving hard technical problems relevant to national security. The ideal candidate will be able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. Must be able to work effectively with a broad range of personality types across all levels, both within and outside of the organization, and be comfortable in a fast-paced environment where priorities can shift. Effective communication and organizational skills are essential, along with a proactive approach that anticipates needs, follows through, and looks for ways to improve everyday processes. As the group office administrator, you will be at the center of our group’s operations. As part of our Group Office, you will work with our management team to help plan, coordinate, and manage our group’s operations and administrative activities. You will be responsible for the execution of such activities in the group, and supporting our Group Office and Staff. You will have an opportunity to initiate and take part in creative improvements to our existing processes. You will be a highly-valued and appreciated member of our team, contributing to our group’s important mission.

Requirements

High school diploma or equivalent
At least 5 years of directly related experience
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
Strong proficiency with Microsoft Outlook (calendar management, meeting coordination, shared calendars)
Comfort with collaboration tools such as Teams and Zoom is expected.
Ability to obtain and maintain a government clearance; position requires handling classified material
Comfort operating in a primarily on-site environment and providing hands-on support for meetings, visitors, and office operations

Nice To Haves

Post-high school education is preferred
Familiarity with Microsoft Teams and Zoom
Familiarity with SAP/SRM
Familiarity with Concur and SuccessFactors
Familiarity with Atlassian tools (Jira and Wiki)
Familiarity with Lincoln Laboratory systems and processes
Familiarity with electronic document management systems (on-site training is provided as needed).

Responsibilities

Administrative tasks related to contingent workers, purchasing, staff travel, recruitment and onboarding, meeting coordination and scheduling, complex calendar management, office space planning, release review submissions, security and audit support, group event planning, and other office-related and administrative tasks.
Coordinating conference rooms and virtual meeting logistics (Teams/Zoom).
Maintaining shared resources and trackers.
Submitting and tracking facilities and IT requests.
Keeping key group information organized.
Supporting group leaders of Group 53 to help them manage their calendars and priorities, and to stay ahead of important deadlines and commitments.