Administrative Asst Details

Administrative Asst

MIT Lincoln Laboratory - Lexington, MA

Employment Type : Full-Time

The Integrated Missile Defense Technology Group supports the Missile Defense Agency in the development, deployment, testing, and enhancement of the nation’s missile defense system. This system is currently being developed to defend the United States, deployed forces, and allies from missile attacks. This group performs detailed system and component engineering, flight and ground test analysis, and advanced capability development in collaboration with the contractors and government program offices that are building the missile defense elements and components. The group seeks an Administrative Assistant (Level V) to support the daily operation of the Group Office. The assistant will provide clerical, scheduling, business process facilitation and security related work for the Group Leaders, Business Manager and staff at large.

The Integrated Missile Defense Technology Group is a dynamic office that supports approximately 80 staff members. The successful candidate will be a reliable and resourceful professional administrative assistant who will be comfortable balancing multiple ongoing tasks. They will be responsible for the efficient processing and management of the administrative needs for four group leaders and the group business manager. Candidates must demonstrate strong organizational skills and a confident approach to problem solving. The ability to manage sensitive and confidential matters and interact professionally with both internal and external contacts is essential.

Duties to include but are not limited to:

• Act as the front facing member of the Group Office, coordinating positive interactions between visitors, job candidates and staff
• Manage the daily flow of information, people and property through the office. This includes accepting and directing calls, emails and drop in visitors; receiving and distributing purchased goods and correspondence.
• Responsible for the compliance to daily Security procedures and the proper handling of classified material throughout the group
• Prepare official Group Office correspondence
• Manage the appointment calendars for four Group Leaders
• Assist with travel arrangements for Group Leaders and staff
• Act as the focal point for group procurement requests. Submit orders through the SAP business system and validate requests to pay invoices
• Track and record time card entries for support staff and leave requests for all group staff
• Manage and facilitate the information Release Review process
• Participate in the talent acquisition process for the group by submitting job postings for both Lincoln Laboratory and Contingent Worker positions as well as arranging candidate interviews

• High School graduate or equivalent with 5 years of directly related administrative support experience required. Post high-school education will count toward experience.
• Proficiency in Microsoft Office, especially Microsoft Outlook and Word.
• Strong interpersonal skills are required: candidate is expected to communicate with all levels of Laboratory personnel as well as sponsors in a clear and concise manner
• Ability to perform tasks independently or with minimal supervision in a fast-paced environment; Show initiative and engage in conversation/inquiries as necessary.
• The ability to prioritize, handle multiple concurrent tasks, along with a demonstrated record of success working as part of a team, is required.
• Must be able to demonstrate effective written and oral communication skills, and be able to demonstrate interpersonal skills, organizational skills; appropriate judgment and a conscious approach to work are necessary.
• Preference will be given to candidates with experience in a SAP Business environment

For Benefits Information, click http://hrweb.mit.edu/benefits

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.

To safeguard our health and well-being, MIT Lincoln Laboratory requires COVID-19 vaccination for all employees. Individuals may request exemption from the vaccine requirement for medical or religious reason.

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.