Group Administrative Assistant

Job Description

The ideal candidate will be able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. Must be able to work effectively with a broad range of personality types across all levels, both within and outside of the organization, and be comfortable in a fast-paced environment where priorities can shift. Effective communication and organizational skills are essential, along with a proactive approach that anticipates needs, follows through, and looks for ways to improve everyday processes. 

As the group office administrator, you will be at the center of our group’s operations. As part of our Group Office, you will work with our management team to help plan, coordinate, and manage our group’s operations and administrative activities. You will be responsible for the execution of such activities in the group, and supporting our Group Office and Staff. You will have an opportunity to initiate and take part in creative improvements to our existing processes. You will be a highly-valued and appreciated member of our team, contributing to our group’s important mission.

Your day-to-day responsibilities and activities will include administrative tasks related to contingent workers, purchasing, staff travel, recruitment and onboarding, meeting coordination and scheduling, complex calendar management, office space planning, release review submissions, security and audit support, group event planning, and other office-related and administrative tasks. You will also support the practical "run the office" work such as coordinating conference rooms and virtual meeting logistics (Teams/Zoom), maintaining shared resources and trackers, submitting and tracking facilities and IT requests, and keeping key group information organized.

In performing these tasks, you will be working closely with our Group Business Manager, other support staff in Group 53, and various service departments in the Lab (Contracting, HR, Travel, Security, Facilities, etc.). You will be working closely with and directly supporting the group leaders of Group 53 to help them manage their calendars and priorities, and to stay ahead of important deadlines and commitments.

Position requires handling of classified material. This is an on-site position. The group values flexibility when needed, and limited remote work may be considered after an initial onboarding period, based on team needs and role responsibilities.

Experience

• Outstanding organizational skills with demonstrated ability to plan, prioritize, and perform multiple tasks seamlessly and with excellent attention to detail
• Proactive and independent approach to problem solving and decision making; anticipates needs and follows through reliably
• Effective ability to work both independently and as a team player on both short-term and longer-term tasks
• Highly effective written and verbal communication skills; professional, clear, and responsive
• Ability to meet deadlines in a fast-paced environment, including quick and efficient responses to emails and phone calls
• Strong interpersonal skills with the ability to build relationships across all levels of the organization, including senior leadership and external visitors
• Ability to handle confidential information with discretion and sound judgment
• Ability to obtain and maintain a government clearance; position requires handling classified material
• Comfort operating in a primarily on-site environment and providing hands-on support for meetings, visitors, and office operations

Requirements

• High school diploma or equivalent 
• At least 5 years of directly related experience 
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) 
• Strong proficiency with Microsoft Outlook (calendar management, meeting coordination, shared calendars) 
• comfort with collaboration tools such as Teams and Zoom is expected. 

Desired

• post-high school education is preferred
• Familiarity with Microsoft Teams and Zoom 
• Familiarity with SAP/SRM 
• Familiarity with Concur and SuccessFactors 
• Familiarity with Atlassian tools (Jira and Wiki) 
• Familiarity with Lincoln Laboratory systems and processes  
• Familiarity with  and electronic document management systems (on-site training is provided as needed).