Group Administrative Assistant

Group Description

The Human Health & Performance Systems Group at MIT Lincoln Laboratory is seeking a highly motivated and professional Group Administrative Assistant to support the daily operations of a dynamic, interdisciplinary research group. This role is critical to ensuring smooth organizational execution and fostering a positive group culture. The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate professionalism in communication with internal and external stakeholders.

Job Description

 Administrative Organization:

• Manage multiple calendars, including conference room scheduling

• Coordinate internal and external meetings and visits

• Maintain office equipment and supply levels

• Serve as the property coordinator and point of contact for property-related matters

• Enter timesheets, process shopping carts, procurements, and expense vouchers

• Arrange travel and submit expense reports

• Perform data entry into Laboratory web-based forms and maintain spreadsheets

• Compose and archive correspondence for the office

• Support onboarding for new hires and escort visitors

• Provide coverage for administrative absences in other offices as needed

Proactive Administrative and Efficiency Management:

• Set priorities and manage multiple concurrent tasks in a fast-paced environment

• Work independently under minimal direction, anticipating administrative needs

• Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination

Job Description

Champion Group Culture and Connection:

• Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement

• Demonstrate effective written and oral communication skills and interpersonal management

• Maintain professionalism in communication with senior management, external parties, and group members

Protecting Information:

• Handle private and classified electronic and hard copy information with discretion

• Submit release reviews and contribute to the success of security audits

Office Space and Logistics Management:

• Submit facilities and IT work orders

• Coordinate logistics for office moves and facility renovations

• Manage conference room scheduling and communications with staff and service personnel

Special Projects:

• Additional special projects may be assigned to as part of the role

Requirements

• Education: High school diploma or equivalent required; post-high school education preferred

• Experience: Minimum of 5 years of relevant administrative experience; post-high school education may count toward experience

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom. Familiarity with SAP, Concur, SuccessFactors, and other tools is a plus

• Interpersonal Skills: Strong written and verbal communication skills, attention to detail, and ability to manage multiple priorities

• Professionalism: Demonstrated ability to handle sensitive and confidential information with integrity and sound judgment

• Teamwork: Proven ability to work collaboratively in a team environment and contribute positively to group dynamics

• Adaptability: Comfortable navigating a fast-paced, multi-faceted environment with evolving priorities

Additional Information:

• This position is hybrid and requires onsite presence at least four days per week, with flexibility for additional onsite work during events or high-demand periods