V Group Administrative Assistant

2 weeks ago

Lexington, United States MIT Lincoln Laboratory Full time

Job Title

V Group Administrative Assistant

The Advanced Capabilities and Technologies group researches and develops high risk / high reward technology for advanced ground and satellite systems that are used for space domain awareness, space control, earth observation and scientific missions. Our work focuses on the development of novel concepts, instruments and algorithms. Projects range from laboratory-scale technology/concept development to delivery of large ground- and space-based prototypes that are transitioned into operational use. The group draws from expertise in a wide range of disciplines, including engineering, computer science, physics, chemistry, astronomy, and applied mathematics.

Job 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 group 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. This position will provide administrative support to the Group Leaders with the primary responsibility to manage multiple complex schedules/calendars and coordinate meetings. In addition, this role will include responsibilities that encompass a variety of administrative tasks essential to the group's efficiency.

The day-to-day responsibilities include a variety of administrative duties such as answering phones & email, maintaining electronic calendars, coordinating meetings, escorting visitors, requesting site access for foreign visitors, processing a variety of Laboratory forms, issuing shopping carts, resolve issues that arise throughout the procurement process, entering travel for staff and leadership, maintaining supplies, filing both paper and electronic information, and sending & receiving packages. In performing these tasks, the administrative coordinator will work closely with the Group Business Manager.

The hours for this position are 8:30am - 5:00pm Monday through Friday with some irregularity due to event-specific needs. The expectation is that this role is predominantly in-person/in-office with some openness to flexibility to accommodate the demands of the role.

Group 91 Admin Responsibilities

* Input timesheets
* Entering bid invitations
* Planning group outings
* Support security & audits
* Planning of annual offsite
* Facilitating release reviews
* Annual Space Control conference
* Coordination of personnel and/or property moves
* Collaboration with facilities on space planning for the group
* Scheduling annual PA reviews & quarterly staff development meetings
* Lead organization of bi-weekly group meeting

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

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 orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.

Requisition ID: 41673

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