Administrative Assistant

Aquila Technology Corp.; Lexington (MA); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

PTO – 15 days

Tuition & Training Reimbursement

401K with company match

Cell Phone & Internet Reimbursement

Buy Your Own Device (BYOD)

Job summary

Aquila Technology Corp. is seeking an Administrative Assistant to provide key support to the HRIS team. The role entails both onsite and remote work, requiring strong administrative skills and data management experience.

Applicants should possess at least three years' experience in administrative support and customer service, along with proficiency in MS Suite and Adobe software. The position also offers various employee benefits including PTO, tuition reimbursement, and 401K matching.

Qualifications

• Must have excellent customer service and interpersonal skills.
• Must possess initiative and ability to multitask.
• Strong attention to detail is necessary.
• Candidates must use discretion managing sensitive personnel information.
• Three years minimum relevant experience.

Responsibilities

• Provide administrative support to HRIS team.
• Perform data entry in SAP HR system components.
• Assist with data quality management.
• Participate in business systems and process analysis.
• Assist company personnel over the telephone and email.

Skills

Administrative support experience

Data entry experience

Experience generating reports and analyzing data

Program/Project Management OR Analysis

Experience with process maps/workflows

Adobe software (Acrobat, InDesign)

MS Suite (Excel, ppt)

Customer service skills

Strong Verbal and Written Communication

Time Management

Education

High School diploma

Bachelor’s Degree

Tools

SAP HR

ServiceNow

Job description

Administrative Assistant

Location: Hybrid but must be within 100 miles from Lexington, MA. Onsite work required 3 days week with the remaining time remote.

Clearance Level: Must be able to obtain an Interim/Active Secret Clearance. Must be US Citizen to apply.

At Aquila Technology, you will see our team's passion every day, whether we are building a robust, policy‑compliant IT system or stress‑testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

About the Role

Aquila Technology is seeking an Administrative Assistant to join our team in supporting one of the country's premier defense research organizations. The team is looking for an Administrative Assistant who is able to work with the HRIS Team.

Must Have

• 3 years – Administrative support experience
• 3 years – Data entry experience
• 3 years – Experience generating reports and analyzing data
• 3 years – Program/Project Management OR Analysis
• 3 years – Experience with process maps/workflows to improve efficiencies
• 3 years – Adobe software (Acrobat, InDesign)
• 3 years – MS Suite (Excel, ppt)
• Strong customer service skills and communication
• Strong Verbal and Written Communication
• Time Management

Nice to Have

• Degree Level: Bachelor’s Degree
• SAP HCM experience (Human Capital Management)
• Software Tools
• ServiceNow

Responsibilities

• Provide administrative and customer service support to the HR Information Services (HRIS) team and the company Workforce Service Center.
• Perform data entry and maintenance in SAP HR system components, supporting key processes such as onboarding, time management, payroll, personnel and benefits administration, organizational management, relocation, and off‑boarding.
• Provide first tier application support for HRIS self‑service web applications.
• Assist with basic data reporting/charting and data quality management, including ad hoc and routine data audits in support of HRIS and WSC processes.
• Participate in business systems and process analysis, creation and execution of test scripts related to system enhancements, and maintenance of system and process documentation.
• Assist company personnel over the telephone, via e‑mail, and remote/in‑person with the aforementioned areas.
• On a daily basis may interaction with company Division, Department, Group, and Campus representatives as questions and issues as they arise.
• Perform complex employment transactions in SAP while applying associated business process and system integration logic.
• Review and understand company HR policies in order to answer questions associated with employment.

Required Skills

• Must have excellent customer service and interpersonal skills and be able to perform tasks independently in an active and fast‑paced office.
• Must possess initiative, ability to multitask and a high level of attention to detail.
• Must possess a strong sense of responsibility, professionalism, and work cooperatively in a team environment.
• Must possess strong and professional written communication skills.
• Candidates must use discretion, tact and good judgment managing sensitive personnel information.
• High School diploma is the minimum level of education.
• Three (3) years minimum relevant experience.
• Strong data entry experience.
• Experience spotting data errors and troubleshooting data entry errors.

Preferred Skills

• Experience with SAP HR transactions.
• Familiarity with ServiceNow (HR Service Delivery).
• Currently enrolled in an HR Degree program.

Benefits and Perks

Aquila team members experience the opportunity to be part of a fast‑paced, customer‑focused, and technically innovative work environment. Aquila strives to deliver the best of the best in technical services to our customers. Candidates that possess a love for technical challenges, a desire to constantly learn, and the desire to establish themselves as critical players within a team will enjoy calling Aquila Technology home.

Our Perks Include

PTO – 15 days (vacation/sick) 10 paid holidays – 6 standard (New Year’s, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas) – 4 floating holidays prorated based on your day of hire:

• 1.5 paid days, or 12 hours, for approved volunteer work
• 1 week of paid maternity/paternity LOA after 1 year of Full‑time employment

Tuition & Training Reimbursement – 5K annually for pre‑approved, eligible full‑time team members who have completed a minimum of 6 months of employment may apply for tuition reimbursement for approved, job‑related courses taken through an accredited college or university. Team members must achieve a grade of “B” or better to qualify for reimbursement. Aquila will reimburse up to $5,000 per fiscal year for tuition expenses only. Expenses related to training programs, certifications, books, materials, meals, transportation, or other non‑tuition costs are not eligible under the Tuition Reimbursement Program. All tuition reimbursement requests must be submitted to and approved by the team member’s Manager prior to course registration. Reimbursement will be issued upon successful course completion and submission of final grades and proof of payment.

401K with Fidelity – Eligible to participate following 90 days of employment. Company match on employee contribution:

• $1/$1 up to 3%, then 0.50 cents/$1 for 4th and 5th %s
• Fully vested from day one
• Company match does not apply to catch‑up contribution

Cell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses. Aquila Technology will reimburse team members who work from home ONLY for cell phone/mobile device fees for work‑related communications and/or operations each month. Employees eligible for this benefit must work remote 2 days a week or more to qualify.

Buy Your Own Device (BYOD) – Team members are eligible for reimbursement of up to $1,500 every three (3) years for the purchase of electronic equipment used to access corporate services. To qualify for this benefit, employees must have completed a minimum of 6 months of employment and must agree to and sign the Device Minimum Configuration Form prior to reimbursement. Electronic devices eligible under the Buy Your Own Device (BYOD) program are limited to cell phones, laptops, and tablets.

Interview Process

Procedures will consist of an initial Zoom screen and then a second round Zoom panel interview.

Equal Opportunity Employer

We are an Equal Opportunity Employer.