Job Information
MIT Lincoln Laboratory Group Administrative Assistant - V in Lexington, Massachusetts
MIT Lincoln Laboratory researches and develops a broad array of advanced technologies to meet critical national security needs. What sets us apart from many nationalR&D laboratories is our focus on building operational prototypes of the unique systems we design. The Engineering Division is at the heart of these prototypes.
The Engineering Division, working in partnership with all the other MIT Lincoln Laboratory divisions, designs and builds advanced technology systems of nationalimportance. Projects include space and aircraft payloads and ground-based systems. The division’s expertise includes mechanical, fabrication, aero, thermal, optical,control and autonomous systems engineering. The division’s groups work in cross-divisional teams supporting a wide range of projects. Special emphasis is placed on theintegration of design and analysis capabilities to support the rapid prototyping of hardware systems.
Position Description
Do you want a career where you can use your skills and talents to contribute to work that makes a difference? We are seeking supportive, helpful, and inquisitive administrators with exceptional communication skills and proficiency in MS Office. The ideal candidate should be comfortable with ongoing changes and demonstrate a willingness to learn and adapt to new application platforms.
The Engineering Division is seeking a Group Administrative Assistant to help with the responsibilities of the daily operation of the Mechanical Engineering 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. Responsibilities encompass a variety of administrative tasks essential to the group’s efficiency. In performing these tasks, the group administration assistant will work closely with the Group Business Manager, other administration assistants, and various service departments in the Laboratory (Contracting, Facilities, Security, HR, Travel, etc.).
Specific tasks can be grouped into four main areas
Organization: The candidate will be responsible for managing multiple calendars (conference room, Group Leave, Group Event, status board, and GL/AGL as needed),coordinating internal and external visits and meetings, scheduling interviews, maintaining office equipment and supply levels, serving as the primary point of contact and coordinator for group property including the Environmental, Health, and Safety (EHS) role, managing the on/off-boarding process, tracking all staff changes for the group, planning office space and seating arrangements, and coordinating group events. Additionally, the candidate should possess the ability to set priorities and manage multiple concurrent tasks.
Communication: The candidate must possess effective written and oral communication skills, as well as strong interpersonal abilities. The candidate should be capable of working independently with minimal supervision and have a keen eye for detail. Additionally, the candidate will be responsible for keeping the group informed about Lab updates, including group events.
Accuracy: The candidate will be responsible for entering weekly time sheets for the support and service staff. The candidate will also handle the processing of shopping carts and procurements, execute credit card procurements, arrange travel, process and review travel expenses, submit facilities and IT work orders, as well as perform data entry into various Laboratory web-based forms. Additionally, the candidate will be tasked with submitting release reviews, creating and maintaining spreadsheets, running LLBIS (Lab Financial Reporting System) reports, drafting and editing presentations, preparing and recording Group TEAMS meetings, and supporting security audits.
Professionalism: The candidate should possess a high level of professionalism in communication with senior management and external parties and an effective level of discretion in handling private and classified electronic and hard copy information, as well as in escorting visitors.
Work Arrangement
The position is 100% onsite Monday through Friday with some flexibility to work from home up to one day a week after one year of employment.
Requirements
A relevant degree in a related field and 5 years of relevant experience or high school diploma with 10 years of related administrative experience
Proficiency in Microsoft Office Suite (MS Word, Excel. PowerPoint), calendar, e-mail applications required
Familiarity with Zoom, TEAMS, Concur, Lincoln Laboratory Business Intelligence Suite (LLBS), and SAP preferred
Familiarity with DoD requirements highly desirable
Must be able to obtain and maintain a Secret DoD security clearance
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At MIT Lincoln Laboratory, our exceptional career opportunities include many outstanding benefits to help you stay healthy, feel supported, and enjoy a fulfilling work-life balance. Benefits offered to employees include:
Comprehensive health, dental, and vision plans
MIT-funded pension
Matching 401K
Paid leave (including vacation, sick, parental, military, etc.)
Tuition reimbursement and continuing education programs
Mentorship programs
A range of work-life balance options
... and much more!
Please visit our Benefits page (https://hr.mit.edu/benefits) for more information. As an employee of MIT, you can also take advantage of other voluntary benefits, discounts and perks (https://hr.mit.edu/benefits/additional) .
Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Secret level DoD security clearance.
MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.
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