Group Administrative Assistant V

Position Description

Who we are & what we do

The Intelligence, Surveillance and Reconnaissance (ISR) Systems and Architectures Group at MIT Lincoln Laboratory invites you to apply to join our world-class team. Our group works directly with Department of Defense (DoD) senior leadership, providing unbiased analysis on the DoD's most urgent and challenging problems and recommends solutions that directly impact the course of our national defense strategy. The solutions we develop within the group often lead to advanced technology development, prototyping projects, and experimental testing, both within Lincoln Laboratory and beyond. 
 

Our priority for the group is to deliver impactful analysis that informs DoD technology investments while fostering the professional and personal growth of each staff member. We strive for a collaborative and diverse workplace while enjoying a strong work/life balance. 

What will you do?

As the administrative assistant to the group, you will be responsible for all the administrative functions of this dynamic group. In addition to daily group support, the Group Administrative Assistant will assist with the planning, coordination and execution of large meetings, workshops, and technical courses run out of the group.

Responsibilities include

• Prioritization, planning, implementation, and assessment of administrative workflow within the group
• Scheduling meetings, and maintaining and managing group leader and resource calendars using Microsoft Outlook
• Organizing travel for group members and responding to last-minute itinerary changes
• Processing travel expense vouchers, vacation requests, and sick leaves
• Submitting hiring requisitions and coordinating interviews
• Submitting release review requests and tracking them through the approval process
• Maintaining stock of office supplies in multiple areas
• Managing various security functions for the group
• Managing procurement and service requests
• Providing phone coverage for the group
• Coordinating office moves and phone transfers
• Coordinating the planning, organization, logistics, and execution of two large conferences run out of the group

The successful candidate will have highly effective communications and interpersonal skills, and will be able to work independently under minimal direction from the group office. An effective ability to pay close attention to detail is required for this position.

The hours for this position are 8:30am to 5pm Monday through Friday. 

Requirements

• High School diploma or equivalent, post high school education preferred 
• At least 5 years of directly related administrative experience. Post high-school education will count toward experience. 
• Effective computer skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint).  
• Ability to obtain and maintain a Secret Clearance. 

Desired Qualifications

• Self-motivated, with the ability to perform administrative tasks in a dynamic environment, managing multiple assignments and prioritizing workflow with minimal supervision. 
• Highly effective organizational skills and problem-solving abilities, with the aptitude to work both independently and as part of a team with all levels of personnel and sponsors. 
• Ability to plan, coordinate and execute large meetings and other events for outside personnel. 
• Effective writing and communications skills. Demonstrated ability to prepare high-quality written documents, including those required for meetings (e.g., agendas), conferences (flyers), and correspondence (memos and letters). 
• Experience with SAP/SRM and electronic document management system. 
• Broad knowledge and understanding of Laboratory administrative and security policies and procedures.