Group Administrative Assistant (Software and Electronics Engineering Group)

Responsibilities

The Group Administrative Assistant will manage daily operations, including calendar management, procurement, travel arrangements, and property coordination. They will also provide administrative support through data entry, document preparation, and maintaining office equipment and supplies.

Requirements

Candidates must have a high school diploma with 5 years of experience, an associate degree with 3 years of experience, or a bachelor degree in a relevant field. Proficiency in MS Office and strong communication and organizational skills are required, along with the ability to obtain a Secret level DoD security clearance.

Skills

• Administrative support
• Calendar management
• Procurement
• Travel coordination
• Expense reporting
• Data entry
• MS Office Suite
• Communication skills
• Interpersonal skills
• Organizational skills
• Property management
• Time sheet management
• Document drafting
• Presentation creation
• Situational awareness
• Discretion

Benefits

• Comprehensive health, dental, and vision plans
• MIT-funded pension
• Matching 401K
• Paid leave
• Tuition reimbursement
• Continuing education programs
• Mentorship programs

About this role

The Software and Electronics Engineering Group (76) collaborates with every research area at the Laboratory to create systems that accomplish their objectives in real-world scenarios and in unpredictable surroundings. Our engineers develop complex software and electronics systems, from concept to realization, for a variety of prototypes. We utilize the applied research approach to work on capabilities such as pointing and stabilization techniques to enable efficient space-based laser communication, and to build prototypes such as a ground-based sensor to detect biological threats in real time. Our engineers are developing airborne visual navigation; flight controls; and on-orbit pointing, acquisition, and tracking systems. We have expertise in space-qualified electronics, precision controls, firmware, embedded software, and application softwareJob Description
The Engineering Division is seeking to fill the Group Administrative Assistant roll to help with the responsibilities of the daily operation of the Software and Electronics Engineering Group, encompassing a wide variety of administrative support tasks.  The candidate should be team-oriented and possess strong communication skills. An ability to work successfully with others is essential, as is the ability to work under pressure in a fast-paced, multi-faceted office. The candidate is expected to possess a high level of professionalism in communication with senior management and other external parties, a strong level of discretion in handling private information, and excellent ability to maintain situational awareness of office and Laboratory level matters. 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.
 
Specific tasks can be grouped into four main areas:

Organization: The candidate will manage multiple calendars, a conference room calendar and group status board as well as coordinate internal and external visits and meetings and maintain office equipment and supply levels.  The candidate will be the property coordinator for the group and serve as the point of contact for property. The candidate should possess the ability to set priorities and manage multiple concurrent tasks.
Communication: The candidate must possess effective written and oral communication and interpersonal skills, and the ability to work independently under minimal direction and to effectively monitor details.
Accuracy: The candidate will enter weekly time sheets for support staff and students. The candidate will process shopping carts and procurements, execute credit card procurements, arrange travel and process expense vouchers, submit facilities and IT work orders, as well as data entry into a variety of Laboratory web-based forms, submitting release reviews, typing and editing memoranda, creating and maintaining spreadsheets, drafting and editing presentations, composing and archiving correspondence for the office.
Professionalism: The candidate should possess a high level of professionalism in communication with senior management and external parties and an effective level of discretion in handling private and classified electronic and hard copy information, as well as in escorting visitors.
Position Requirements
This position is expected to be on site in Lexington, MA five days a week during standard business hours.
 
Requirements

High School graduate with at least 5 years of relevant experience, Associate’s degree with at least 3 years of relevant experience, or Bachelor’s degree in a business or relevant field  
Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills
Ability to perform administrative tasks in highly collaborative environment, managing multiple assignments and prioritizing workflow with minimal supervision

 
Preferred Qualifications:

Experience working in a STEM field or government
Experience using the following tools: SAP, Concur, SuccessFactors, Field Glass, SAP Business Objects, Analysis for Office
Experience developing Powerpoint decks and presenting to moderate size groups
Experience with office, conferencing, and AV equipment
Hiring Range: $32.00 - $38.10 per hour
Disclaimer: MIT Lincoln Laboratory provides a typical hiring range as a good faith estimate of what we reasonably expect to offer for this position at the time of posting. The final salary offered to a selected candidate will depend on various factors, including—but not limited to—the scope and responsibilities of the role, the candidate’s experience, skills and education/training, internal equity considerations and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.
At MIT Lincoln Laboratory, our exceptional career opportunities include many outstanding benefits to help you stay healthy, feel supported, and enjoy a fulfilling work-life balance. Benefits offered to employees include: 

Comprehensive health, dental, and vision plans
MIT-funded pension
Matching 401K
Paid leave (including vacation, sick, parental, military, etc.)
Tuition reimbursement and continuing education programs
Mentorship programs
A range of work-life balance options
... and much more!  

Please visit our Benefits page for more information. As an employee of MIT, you can also take advantage of other voluntary benefits, discounts and perks.
Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Secret level DoD security clearance.
MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientatio...

About MIT Lincoln Laboratory

Defense and Space Manufacturing · 1,001-5,000 employees · headquartered in Lexington, MA · founded 1951