Group Administrative Assistant

We live in a time in which you have a choice – a choice where to work, where to apply your talents and ideas, where to grow and look for self-fulfillment.

Group 53 (Secure, Resilient Systems and Technology) is a fast-growing team of engineers, scientists, and support staff focused on solving hard technical problems relevant to national security. We enjoy working together and we appreciate each other. We have worked hard to create a culture in which everyone is empowered and supported in learning, growing, and realizing their full potential.

If you are looking for a place where people are happy to come to work, where you feel appreciated, and where your work contributes to things that truly matter, apply here to learn more. You may discover this is exactly the place you are looking for.

Job Description

The ideal candidate will be able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. Must be able to work effectively with a broad range of personality types across all levels, both within and outside of the organization, and be comfortable in a fast-paced environment where priorities can shift. Effective communication and organizational skills are essential, along with a proactive approach that anticipates needs, follows through, and looks for ways to improve everyday processes.

As the group office administrator, you will be at the center of our group’s operations. As part of our Group Office, you will work with our management team to help plan, coordinate, and manage our group’s operations and administrative activities. You will be responsible for the execution of such activities in the group, and supporting our Group Office and Staff. 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.

Your day-to-day responsibilities and activities will include administrative tasks related to contingent workers, purchasing, staff travel, recruitment and onboarding, meeting coordination and scheduling, complex calendar management, office space planning, release review submissions, security and audit support, group event planning, and other office-related and administrative tasks. You will also support the practical "run the office" work such as coordinating conference rooms and virtual meeting logistics (Teams/Zoom), maintaining shared resources and trackers, submitting and tracking facilities and IT requests, and keeping key group information organized.

In performing these tasks, you will be working closely with our Group Business Manager, other support staff in Group 53, and various service departments in the Lab (Contracting, HR, Travel, Security, Facilities, etc.). You will be working closely with and directly supporting the group leaders of Group 53 to help them manage their calendars and priorities, and to stay ahead of important deadlines and commitments.

Position requires handling of classified material. This is an on-site position. The group values flexibility when needed, and limited remote work may be considered after an initial onboarding period, based on team needs and role responsibilities.

Experience

• Outstanding organizational skills with demonstrated ability to plan, prioritize, and perform multiple tasks seamlessly and with excellent attention to detail
• Proactive and independent approach to problem solving and decision making; anticipates needs and follows through reliably
• Effective ability to work both independently and as a team player on both short-term and longer-term tasks
• Highly effective written and verbal communication skills; professional, clear, and responsive
• Ability to meet deadlines in a fast-paced environment, including quick and efficient responses to emails and phone calls
• Strong interpersonal skills with the ability to build relationships across all levels of the organization, including senior leadership and external visitors
• Ability to handle confidential information with discretion and sound judgment
• Ability to obtain and maintain a government clearance; position requires handling classified material
• Comfort operating in a primarily on-site environment and providing hands-on support for meetings, visitors, and office operations

Requirements

• High school diploma or equivalent
• At least 5 years of directly related experience
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong proficiency with Microsoft Outlook (calendar management, meeting coordination, shared calendars)
• comfort with collaboration tools such as Teams and Zoom is expected.

Desired

• post-high school education is preferred
• Familiarity with Microsoft Teams and Zoom
• Familiarity with SAP/SRM
• Familiarity with Concur and SuccessFactors
• Familiarity with Atlassian tools (Jira and Wiki)
• Familiarity with Lincoln Laboratory systems and processes
• Familiarity with and electronic document management systems (on-site training is provided as needed).

Hiring Range: $32.00 - $38.10

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

Requisition ID: 42871