Administrative Assistant

Date: Jun 16, 2019

Location: MA, US

Company: MIT Lincoln Laboratory

The Program Management Office (PMO) at MIT Lincoln Laboratory improves program execution Lab-wide through development of an extensive and highly skilled pool of program managers and enables program success through rigorous balance of technical capability, schedule, and cost execution.

Job Description

The PMO seeks a professional and experienced individual for an administrator position in this busy and dynamic office within the Director’s Office. The candidate will efficiently execute administrative workflow for the leadership and approximately 20 staff members, with planned growth as the office continues to expand its scope of work. The candidate must demonstrate strong organizational skills and a confident approach to problem solving. The candidate should also have an interest in contributing to an evolving organization with multiple opportunities for increased responsibility. The ability to manage sensitive and confidential matters and interact professionally and effectively with both internal and external contacts is essential.

 

The ideal candidate will be an integral member of the office and will assist with the management of the office’s business operations while performing administrative tasks.

 

Responsibilities:

  • Daily operation of a dynamic group office, encompassing a wide variety of administrative support tasks including regular interactions with Laboratory leadership, sponsors, and vendors.
  • Primary responsibilities include calendar maintenance & scheduling, travel planning, coordinating candidate interviews, assisting with new hire onboarding, organizing internal and external visits and meetings, service requests, preparing documents and reports for release review and publication, entering employee time, managing incoming calls, greeting and escorting visitors, and assisting in the organization of workshops and seminars
  • Secondary responsibilities include management of documentation in LISA, internal website updates, shopping cart entry and processing, and facilities planning
  • Will manage computer equipment, office equipment, and supplies; will initiate and track purchases using SAP Enterprise Application, electronic catalogs and/or Laboratory-issued procurement card.
  • Occasional responsibilities may include formatting and proofreading of program documents, preparation of PowerPoint slides or Word documents (e.g. meeting agendas).

 

Requirements

  • High School graduate, with at least 5 years of directly related administrative experience. Post high-school education strongly preferred.
  • Strong organizational skills, ability to handle multiple concurrent tasks, display excellent follow-up skills, and ability to work successfully in a fast-paced, performance-driven environment. Strong preference for candidates with proactive mindset and problem solving capabilities.
  • Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook as well as excellent computer skills. Must have the ability to compose and format electronic documents. Familiarity with SAP preferred.
  • Excellent written and verbal communication skills.
  • Must have a record of successfully working in a team environment along with effective methods of collaboration and interaction with all levels of personnel and sponsors.
  • The hours for this position are 8:30 a.m. to 5:00 p.m. Monday through Friday.
  • Ability to obtain and maintain a government DoD clearance is required.
 

 

For Benefits Information, click http://hrweb.mit.edu/benefits

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: 26445 


Job Segment: ERP, Program Manager, Lab Assistant, SAP, Laboratory, Technology, Management, Science

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