Group Administrative Assistant

MIT Lincoln Laboratory; Lexington (MA); On-site; USD 58,000 - 77,000; Full time

Benefits offered by this job

Health benefits

Pension plan

Matching 401K

Paid leave — vacation/sick/ parental/m

Tuition reimbursement

Job summary

MIT Lincoln Laboratory in Lexington, MA seeks an experienced Administrative Specialist to coordinate and manage a dynamic office environment. Primary duties include scheduling, travel arrangements, onboarding/offboarding support, and handling sensitive information with confidentiality.

The role requires strong communication, proficiency with Microsoft Office, and familiarity with SAP. A high school diploma is required; post-secondary education is preferred.

Qualifications

• Manage calendars, schedule meetings/conferences and arrange travel itineraries.
• High school diploma, GED or equivalent is required; post high school education preferred.
• Minimum of 5 years of progressively responsible administrative experience desired.
• Must possess strong administrative skills, attention to detail, and ability to work in a changing environment.

Responsibilities

• Coordinate and manage all administrative activities for a dynamic office, including onboarding/offboarding support, meeting arrangements, and calendar management.
• Process travel arrangements, expense vouchers, and office supplies; maintain filing systems and timesheets.
• Handle sensitive information with confidentiality and provide professional communication.
• Support various special projects and ensure smooth coordination across Group 65 operations.

Skills

Calendar management

Meeting scheduling

Travel arrangements

Administrative support

MS Office proficiency

SAP familiarity

Communication

Confidential information handling

Team collaboration

Problem-solving

Education

High school diploma or GED

Post-secondary education preferred

Tools

Microsoft Office Suite

SAP

Job description

Group 65 enables timely and automated data sharing across Department of Defense space, air, and surface platforms operating over vast distances? Researchers in our group develop technologies, algorithms, and architectures to provide resilient and interoperable communications across the joint force. We apply our expertise in line-of-sight and beyond-line-of-sight communications and networking to design and build robust connectivity to support users operating in congested and/or contested environments. Our solutions improve the resilience and capacity of individual communications systems and enable seamless integration across these systems. The Communication Networks and Analysis group uses a combination of technical analysis, modeling, simulation, emulation, prototype development, and flight tests to develop new capabilities and to predict and evaluate their performance.

Position Description

The candidate must be able to set priorities, and manage multiple concurrent tasks. Must be able to work effectively with a broad range of levels both within and outside the organization. Outstanding written and oral communication skills are essential. Extensive experience with Microsoft Office suite is required. Experience with SAP/SRM and electronic document management systems is preferred.

Position requires handling of classified material.

Responsibilities

Primary responsibility will be to help ensure smooth coordination and management of all administrative activities for a highly dynamic office. This will include managing Group training requirements, supporting onboarding and offboarding of new employees, coordinating meeting arrangements, standardizing and organizing Group processes, and supporting various special projects as needed. Additional responsibilities include calendar management, answering phones, booking travel, processing expense vouchers, escorting visitors, processing electronic shopping carts and PCard purchases, maintaining supplies, typing memoranda, entering timesheets, filing both paper and electronic information, and processing a variety of Laboratory forms.

Minimum Qualifications

• Manage calendars, schedule meetings/conferences and arrange travel itineraries
• High school diploma, GED or equivalent is required, post high school education preferred
• A minimum of 5 years of progressively responsible administrative experience desired
• Must possess strong administrative skills; self-confidence, attention to detail, mature judgment, cooperative and a responsible attitude, and a conscientious and organized approach to work in a changing environment along with the ability to work effectively in a team environment and possess great flexibility.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) is required, familiarity with SAP is preferred.
• Handle sensitive information in a confidential manner
• Provide polite and professional communication
• Must possess effective listening and problem-solving skills, attention to detail, be well-organized and able to prioritize multiple complex tasks.
• Ability to obtain and maintain a government clearance required.

Hiring Range: $58,450 - $76,948

Disclaimer: MIT Lincoln Laboratory provides a typical hiring range as a good faith estimate of what we reasonably expect to offer for this position at the time of posting. The final salary offered to a selected candidate will depend on various factors, including-but not limited to the scope and responsibilities of the role, the candidate's experience, skills and education/training, internal equity considerations and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.

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 for more information. As an employee of MIT, you can also take advantage of other voluntary benefits, discounts and perks.

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.

Requisition ID: 43172