Group Administrative Assistant

MIT Lincoln Laboratory • Lexington, MA • 1h ago

The Homeland Sensors and Analytics Group builds technology to counter threats to our critical infrastructure, land and maritime borders, transportation systems, and public places, and to enable US forces to disrupt transnational criminal and terrorist organizations. We focus on the development and fielding of advanced sensors, AI and data analytics, and integrated human-machine decision making to help monitor and characterize these threats. We specialize in prototyping new sensor technologies as well as collecting and processing a wide range of data @types - including radar, video, imagery, text, point cloud, transactional, and body-worn sensor data - from both commercial and Laboratory-developed sensors. We often apply advanced machine learning methods to convert raw data into actionable insights about the activities of threat actors, networks, or organizations. Our ultimate goal is to field solutions that significantly enhance the decision-making process of analysts and operators who secure the homeland.

Responsibilities:

Prioritize, coordinate, implement, and track all administrative workflow within the group, to include purchases, travel, ship & work orders, release reviews, and meeting requests

Coordinate domestic and international travel for group members. This includes booking travel, passing clearances, international travel paperwork, filling out expense reports, and coordinating equipment shipments

Schedule candidate interviews, distinguished visits, meetings, and seminars

Provide phone coverage for Group Office personnel

Serve as the Security and Emergency coordinator for the group

Help with administrative planning of workshops (working with other Administrative Assistants)

Facilitate onboarding of new group members and coordinate desk and equipment assignments

Coordinate closely with IT, Facilities, and other departments for group needs

Organize group functions, including team-building activities

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

Work independently under minimal direction, anticipating administrative needs

Requirements:

Bachelor's degree (preferred), with at least 3 years of prior experience in an administrative support role; alternatively, an associate's degree holder or High School graduate with at least 6 years of related administrative experience will be considered.

Proven record of organizational skill, attention to detail, ability to handle multiple concurrent tasks, display excellent follow-up skills, and ability to work successfully in a fast-paced, performance-driven environment.

Proficiency with the Microsoft Office suite of tools (specifically Outlook, Word, Excel, and PowerPoint).

Must have a record of successfully working in a team environment along with effective methods of collaboration and interaction with others.

Must be able to prioritize multiple complex tasks seamlessly.

Experience and proven ability to effectively deal with sensitive and confidential matters and ability to appropriately and professionally interact with internal and external contacts is required. This includes both verbal and written communication.

Ability to become proficient with Laboratory policy and procedures and Laboratory-specific computer-based tools.

Proactive support for the Group Office by anticipating many of the administrative needs of the Group.

A minimum of 4 days/week onsite is required; potential for 1 day/week remote work once fluent in the position and responsibilities. Standard hours are 8:30 AM - 5:00 PM.

Ability to obtain and maintain a Secret Clearance is required.

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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