Operations Administrator

Who are we?

MIT Lincoln Laboratory is a Federally Funded Research and Development Center (FFRDC) whose mission is research in support of National Security.
* Mission - The Security Department’s overall mission is to identify and counter security threats to the MIT Lincoln Laboratory’s mission of development of game-changing technology in support of national security, including guarding against compromise by foreign intelligence agencies and insider threats.

What will you do?

The Operations Administrator directly supports the Chief Security Officer as follows:
Executive Support:
Responsible for the comprehensive management of the Chief Security Officer's (CSO) calendar, meetings, and professional engagements, including coordination with senior Laboratory Leadership, Key Management Personnel, Federal Law Enforcement partners, and other government officials in this high-profile role. Serves as a trusted liaison between the CSO and internal/external stakeholders, ensuring effective communication and collaboration. Facilitates the development and organization of staff meeting agendas and provides support for special projects, data requests, and executive-level meetings. Prepares and refines presentation materials, including slides, and oversees MIT Campus and professional engagement logistics as required.

Drafts, reviews, and finalizes internal and external communications, including memos, correspondence, reports, and presentations, ensuring accuracy and professionalism. Manages travel arrangements, including itinerary planning and logistics coordination. Maintains strict confidentiality and exercises discretion in managing sensitive communications and materials. Serves as the primary point of contact for incoming communications, handling phone calls, emails, and directing inquiries to appropriate parties. Schedules and organizes meetings, appointments, and blocks time strategically to optimize the CSO's daily workflow. Coordinates meeting logistics and prepares necessary materials to ensure seamless execution. Anticipates needs and resolves scheduling conflicts or logistical challenges to ensure smooth operations. Monitors and submits expense reports in a timely and accurate manner.
Utilizes advanced scheduling and communication tools to streamline workflows and enhance efficiency. Continuously seeks opportunities to improve processes and enhance operational effectiveness in support of the CSO's strategic objectives.

Processes/Projects:
Assists in Security Education Month planning
Implements mid to large scale process improvements
May conduct audits and reviews for the purpose of assessing cycle times 
Assists with strategic department projects
Benchmarks with FFRDCs/UARCs to determine security best practices
Responsible for organization of large-scale departmental and interdepartmental events, such as strategic off sites and recognition events

Human Resources & Personnel Management:
Serves as back-up for the input of exempt staff and non-exempt staff time entry 

Procurement:
Serves as back-up support to procurement processes as a certified SRM shopper. This position is under direct supervision of the CSO and Department Business Manager

How will you grow?

You will find significant opportunities to do meaningful work in an environment intentionally designed to be one where you will learn, thrive and belong.
* Leadership: Opportunity to manage and improve work processes
* Growth Opportunities: Potential for lateral and vertical movement within the department and Laboratory
* Education/Training: Mentorship, in-house and external courses
* Exposure: Engagement with stakeholders, Laboratory leadership and other Departments and Divisions
* Community: Participation is encouraged for Laboratory social events, Employee Resource Groups (ERGs), clubs and study groups, volunteering and community service projects

What you need/Requirements?

To work with MITLL in this position, you must meet certain basic requirements.
* Minimum of 4 years of executive support or professional administrative office experience, or directly related experience.
* Advanced proficiency in Microsoft Office Suite, with demonstrated ability to create professional and visually engaging slide presentations.
* Expertise in Microsoft PowerPoint, with advanced skills in creating high-quality presentations.
* Exceptional attention to detail and accuracy, with proven ability to edit and proofread reports, agendas, calendars, and presentations.
* Outstanding written and verbal communication skills, with the ability to convey information clearly and professionally.
* Excellent organizational and time management skills, with the ability to prioritize tasks effectively in a fast-paced, dynamic environment.
* Strong customer service skills, with the ability to interface professionally and effectively with personnel at all levels.
* Demonstrated ability to work independently with minimal supervision, while maintaining accountability and delivering results.
* Proven ability to manage multiple tasks and deadlines in a high-pressure, fast-paced environment.
* Exceptional judgment and discretion in handling and protecting sensitive business and personal information.
* Availability to work onsite a minimum of 4 days per week, with core hours of 8:30 AM to 5:00 PM.
* Ability to successfully pass a background check.
* Ability to obtain and maintain a Secret security clearance.
* U.S. citizenship is required.
* Demonstrated ability to work effectively within a team environment, with strong organizational skills, problem-solving abilities, and innovative approaches to improving office workflows and operational efficiency.

ideally, you will have:

The Laboratory values experiences from a wide variety of backgrounds and occupations. The most successful candidates will have the following skills and qualifications.
* Education: Bachelor’s Degree in Business Management, Security Management, Industrial Security, Criminal Justice, or a related field.
* Familiarity with organizational processes and mission: Knowledge of Laboratory mission and departmental workflows.
* Technical expertise: Experience with SAP/SRM systems and advanced proficiency in Microsoft Office Suite.
* Team-oriented mindset: Demonstrated ability to work collaboratively in a fast-paced, mission-driven team environment with a positive and proactive attitude.
* Key competencies: Strong interpersonal, organizational, written and verbal communication skills, along with accountability, problem-solving abilities, professionalism, objectivity, and confidentiality.
* Adaptability and flexibility: Proven ability to thrive in a dynamic, fast-paced work environment while effectively managing multiple tasks and priorities.