Group Administrative Assistant V - MIT Lincoln Laboratory

Position Description

We are seeking an enthusiastic professional to join the Group. The candidate should be team oriented and possess strong communication skills. The ideal candidate will be a professional and engaging contributor to the Group office team and be able to work both cooperatively and independently, set priorities, demonstrate strong organizational skills and manage multiple concurrent tasks accurately and reliably. An ability to work successfully with others is essential, as is the ability to work in a fast-paced, multi-faceted division office.

The successful candidate will play a crucial role in the daily operations of the group, requiring proactive problem-solving skills to ensure seamless functionality. Responsibilities encompass a variety of administrative tasks essential to the group’s efficiency.  These duties involve overseeing intricate Microsoft Outlook calendars, discerning between immediate organizational challenges and long-range scheduling requirements. In addition, the candidate will maintain and create databases, coordinate travel arrangements to include processing expense reports and sending security clearances.  The candidate will be responsible for handling classified material and supporting security audits. The successful candidate will have an opportunity to initiate and take part in creative improvements to our existing processes and will be a highly-valued and appreciated member of the team, contributing to our group’s important mission.

The day-to-day responsibilities include a variety of administrative duties such as answering phones, arranging travel and processing travel expense vouchers, communicating through email, maintaining electronic calendars, planning office space and conference room usage, organizing group events, coordinating meetings, escorting visitors, requesting site access for foreign visitors,  onboarding new staff, supporting security and audits, processing a variety of Laboratory forms, issuing shopping carts, facilitating release review, making purchases using laboratory credit card, gathering P-Card supporting documentation, maintaining supplies, filing both paper and electronic information, tracking and maintaining property inventory, and sending and receiving packages.  In performing these tasks, the administration assistant will work closely with the Group Business Managers, other administration assistants, and various service departments in the Laboratory (Contracting, Facilities, Security, HR, Travel, etc.).

Additionally, responsibilities include managing the logistics for several large in person and virtual conferences.  Logistics include working with the Technical Communications team to maintain the webpage, managing participant registration, supporting the onsite event, and assisting with briefing publication.

Requirements

• High School diploma, post high school education preferred
• At least 5 years of directly related administrative experience. Post high-school education will count toward experience.
• Proficiency in Microsoft Office (MS Word, Excel. PowerPoint), calendar, and e-mail applications required
• Ability to prioritize day to day with tasks that evolve rapidly
• Ability to work independently, cooperatively, and effectively in a team environment
• Ability to perform administrative tasks in a dynamic environment, managing multiple assignments and prioritizing workflow with minimal supervision.
• Excellent written and oral communication skills are essential
• Familiarity with DoD requirements highly desirable
• Must be able to obtain and maintain a Secret DoD security clearance

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