Administrative Assistant

Aquila Technology; Lexington (MA); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

PTO 15 days + 10 holidays + floating

Tuition reimbursement

401K with employer match

Cell phone & internet reimbursement

BYOD program

Hybrid on-site schedule

Job summary

Aquila Technology is seeking an Administrative Assistant to join our team supporting a premier defense research organization. The role covers administrative tasks, candidate communications, scheduling, onboarding, and HR coordination to ensure a smooth experience for candidates, hiring managers, and HR teams.

Must have 3+ years in administrative roles, data entry, and ATS experience, with a focus on detail, communication, and proactive process improvement.

Qualifications

• 3+ years administrative support experience.
• 3+ years data entry experience.
• 3+ years filing experience.
• 3+ years meeting management experience.
• 3+ years ATS experience.
• 3+ years Adobe software (Acrobat, InDesign).
• 3+ years MS Office Suite (Excel, PPT).
• Detail-oriented with strong communication.

Responsibilities

• Coordinate interviews and scheduling for candidates and hiring managers.
• Provide general policy and employment information to candidates and employees.
• Assist with onboarding and post‑employment transactions.

Skills

Detail‑oriented

Verbal & written comm.

Time management

Meeting management

Data entry

Organized

Proactive work ethic

Education

Bachelor's degree

Tools

Applicant Tracking Systems

Adobe Acrobat / InDesign

Microsoft Office Suite

Job description

Administrative Assistant

Clearance Level: Must be able to obtain an Active Secret Clearance to be considered due to the nature of the work. - Must be US Citizen

Location: Must be within 100 miles of Lexington, MA - This position is Hybrid, with a minimum of 3 days onsite presence required.

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 a Administrative Assistant to join its team in support of one of the nation’s premier defense research organizations. Aquila Technology is seeking an Administrative Assistant / Talent Acquisition Coordinator to support recruitment and human resources operations. The ideal candidate will assist with interview scheduling, candidate communications, recruiting coordination, and administrative tasks while ensuring a seamless and positive experience for candidates, hiring managers, and HR teams.

Must Have

• 3 years Administrative support experience
• 3 years Data entry experience
• 3 years Filing
• 3 years Meeting Management Skills
• 3 years Applicant Tracking Systems
• 3 years Adobe software (Acrobat, InDesign)
• 3 years MS Suite (Excel, ppt)
• Detail-oriented
• Strong Verbal and Written Communication
• Time Management

Nice to Have

• Bachelor's Degree
• Human Resource/Talent Acquisition experience
• SuccessFactors Recruiting Module

Responsibilities will include

• Coordinate interviews and assist in scheduling, ensuring a smooth and professional experience for all parties.
• Provide general policy and employment information to candidates and employees.
• Assist with pre- and post-employment transactions including onboarding documentation

Administrative & HR Support

• Support HRBP and Talent Acquisition team administratively, inclusive of processing of all employee actions, beginning with hiring and onboarding through the off boarding process.
• Support additional HR and recruiting initiatives as needed.
• Take notes in all meetings, distribute as required
• Create innovative solutions to help support team, promote efficiency, streamline processes
• Anticipate needs of the team, including management, and recommend solutions to keep team members on track

Qualifications

• Organized & Detail-Oriented: You have excellent administrative skills, strong attention to detail, and the ability to manage multiple priorities.
• Tech-Savvy: Experience using applicant tracking systems (ATS) and proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint).
• Strong Communicator: You have great interpersonal and written communication skills, making interactions with candidates and hiring teams seamless.
• Proactive in your day to day work; go above and beyond, anticipating needs of the program and leadership and recommending updated processes and procedures
• HR Knowledge & Experience: A high school diploma (or equivalent) and at least 3 years of experience in an administrative role.

Preferred Qualifications

• Previous experience supporting recruitment activities within a Human Resources department and/or experience providing recruiting support in an agency setting.
• Familiarity with automated resume tracking systems (Successfactors) and HR software

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 six (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 Principal Eligible to participate day 1 of employment. Company match on employee contributions

• Eligibility on date of hire
• Employer Match- 100% of first 3% and 50% of next 2%
• Vesting- 100%
• Contribution limit- $24,500
• Catch-up contribution limit- $8,000
• Catch-up contribution limit for ages 60-63 in calendar year- $11,250
• Catchup contributions must be directed to Roth bucket if earned over $150k in 2025

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 six (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.

Work Location/On-site Requirement

This position is Hybrid, with a minimum of 3 days onsite presence required. Must be within 100 miles of Lexington, MA

Travel Requirement

None

Interview Process

1st round interview will be a Zoom with the hiring manager. 2nd round interview will be in person interview

Clearance Level

An interim clearance is sufficient for the start of this position. - Must be US Citizen

We are an Equal Opportunity Employer.