Group Administrative Assistant VI

MIT Lincoln Laboratory • Lexington, MA • 9h ago

The Biological & Chemical Technologies Group at MIT Lincoln Laboratory is seeking a highly motivated and professional Administrative Assistant to support the daily operations of a dynamic, interdisciplinary research group. This role is critical to ensuring smooth organizational execution and fostering a positive group culture. The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate professionalism in communication with internal and external stakeholders.

Job Description

Administrative Organization:

Manage multiple calendars, including conference room scheduling and Group Office member availability

Coordinate internal and external in-person meetings and visits (including ordering food, submitting visitor requests, preparing agendas, reserving parking)

Maintain office equipment and supply levels

Serve as the property coordinator and point of contact for property-related matters

Enter timesheets, process shopping carts, procurements, ship orders, hand-carry requests, and expense vouchers

Arrange travel and submit expense reports. Proactively work with Group members to insure travel requests are accurate and expense reports are submitted in a timely manner.

Perform data entry into Laboratory web-based forms and maintain spreadsheets

Support onboarding for new hires and escort visitors

Provide coverage for administrative absences in other offices as needed

Proactive Administrative and Efficiency Management:

Set priorities and manage multiple concurrent tasks in a fast-paced environment

Work independently under minimal direction, anticipating administrative needs

Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination

Champion Group Culture and Connection:

Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement

Demonstrate effective written and oral communication skills and interpersonal management

Maintain professionalism in communication with senior management, external parties, and group members

Protecting Information:

Handle private and classified electronic and hard copy information with discretion

Submit release reviews; working with Group members to streamline submission process, insure the appropriate reviewers are assigned to the submission, and facilitate communication.

Contribute to success of security audits and reviews

Office Space and Logistics Management:

Submit facilities and IT work orders

Coordinate logistics for office moves and facility renovations

Maintain up-to-date listing and map of office assignments

Manage conference room scheduling and communications with staff and service personnel

Special Projects:

Additional special projects may be assigned to as part of the role

Requirements

Education: High school diploma or equivalent required; post-high school education preferred

Experience: Minimum of 5 years of relevant administrative experience; post-high school education may count toward experience

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom. Familiarity with SAP, Concur, SuccessFactors, and other tools is a plus

Interpersonal Skills: Strong written and verbal communication skills, attention to detail, and ability to manage multiple priorities

Professionalism: Demonstrated ability to handle sensitive and confidential information with integrity and sound judgment

Teamwork: Proven ability to work collaboratively in a team environment and contribute positively to group dynamics

Adaptability: Comfortable navigating a fast-paced, multi-faceted environment with evolving priorities

Initiative: Identify areas that could be improved (ex. business processes, office space usage, group communications) and proactively suggest ideas for improvement

Additional Information

This position is hybrid and requires onsite presence at least three days per week, with flexibility for additional onsite work during events or high-demand periods

Hiring Range: [[hiringRange]]

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 (https://hr.mit.edu/benefits) for more information. As an employee of MIT, you can also take

advantage of other voluntary benefits, discounts and perks (https://hr.mit.edu/benefits/additional) .

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: [[id]]

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