Group Administrative Assistant (Lexington, MA, US)

MIT Lincoln Laboratory•Lexington, MA

39d•$32 - $38•Hybrid

About The Position

The Human Health & Performance Systems Group at MIT Lincoln Laboratory is seeking a highly motivated and professional Group Administrative Assistant to support the daily operations of a dynamic, interdisciplinary research group. This role is critical to ensuring smooth organizational execution and fostering a positive group culture. The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate professionalism in communication with internal and external stakeholders.

Requirements

High school diploma or equivalent required; post-high school education preferred
Minimum of 5 years of relevant administrative experience; post-high school education may count toward experience
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom.
Strong written and verbal communication skills, attention to detail, and ability to manage multiple priorities
Demonstrated ability to handle sensitive and confidential information with integrity and sound judgment
Proven ability to work collaboratively in a team environment and contribute positively to group dynamics
Comfortable navigating a fast-paced, multi-faceted environment with evolving priorities

Nice To Haves

Familiarity with SAP, Concur, SuccessFactors, and other tools is a plus

Responsibilities

Manage multiple calendars, including conference room scheduling
Coordinate internal and external meetings and visits
Maintain office equipment and supply levels
Serve as the property coordinator and point of contact for property-related matters
Enter timesheets, process shopping carts, procurements, and expense vouchers
Arrange travel and submit expense reports
Perform data entry into Laboratory web-based forms and maintain spreadsheets
Compose and archive correspondence for the office
Support onboarding for new hires and escort visitors
Provide coverage for administrative absences in other offices as needed
Set priorities and manage multiple concurrent tasks in a fast-paced environment
Work independently under minimal direction, anticipating administrative needs
Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination
Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement
Demonstrate effective written and oral communication skills and interpersonal management
Maintain professionalism in communication with senior management, external parties, and group members
Handle private and classified electronic and hard copy information with discretion
Submit release reviews and contribute to the success of security audits
Submit facilities and IT work orders
Coordinate logistics for office moves and facility renovations
Manage conference room scheduling and communications with staff and service personnel
Additional special projects may be assigned to as part of the role