Administrative Assistant

Administrative AssistantAquila Technology is seeking an Administrative Assistant to join our team in supporting one of the country's premier defense research organizations. The ideal candidate will be a mature, personable, and responsible contributor for a dynamic group of offices. The Administrative Assistant must be able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. The Administrative Assistant must be able to work effectively with a broad range of levels both within and outside the organization. As well as must be able to work independently and take initiative, while also collaborating effectively with peers and following direction from leaders. The Administrative Assistant should have outstanding written, oral communication and organization skills are essential. This position requires handling of classified material.Primary responsibility will be to help ensure smooth coordination and management of all administrative activities for highly dynamic offices. This will include managing training requirements, supporting onboarding and offboarding of new employees, coordinating meeting arrangements, standardizing and organizing processes, and supporting various special projects as needed. Demonstrates strong calendar management skills, including not only scheduling meetings and appointments, but also proactively coordinating complex calendars, anticipating conflicts, managing priorities and adjusting schedules in response to changing needs. Additional responsibilities include answering phones, booking travel, processing expense vouchers, escorting visitors, processing electronic shopping carts and PCard purchases, maintaining supplies, entering timesheets, filing both paper and electronic information, and processing a variety of organizational forms.Must Have:5 years Administrative support experience5 years Data entry experience5 years Experience creating and booking travel reservations/itineraries5 years Experience with calendar management5 years Filing5 years Meeting Management SkillsDetail-orientedStrong Verbal and Written CommunicationTime Management5 years Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook)Nice to Have:Degree Level: Bachelor's DegreeClearance Level: Currently holds a Secret Clearance (OR a higher clearance)DoD ExperienceSystemsSAP/ERP Requirements:High school diploma, GED or equivalent is required, post high school education preferredA minimum of 5 years of progressively responsible administrative experienceOutstanding organizational skills with demonstrated ability to plan, prioritize, and perform multiple tasks seamlessly and with excellent attention to detailProactive and independent approach to problem solving and decision makingEffective ability to work both independently and as a team player on both short-term and longer-term tasksHighly effective communication skillsAbility to meet deadlines in a fast-paced environment, including quick and efficient responses to emails and phone callsStrong interpersonal skills with the ability to build relationships across all levels of the organizationExtensive experience with PC operation and Microsoft Office suite is required.Ability to handle confidential information with discretionMust possess strong administrative skills; self-confidence, attention to detail, mature judgment, cooperative and a responsible attitude, and a conscientious and organized approach to work in a changing environment along with the ability to work effectively in a team environment and possess great flexibilityPreferred Skill:Experience with SAP/SRM and electronic document management systems is preferred (on-site training is provided)Benefits and Perks:Aquila team members experience the opportunity to be part of a fast-paced, customer-focused, and technically innovative work environment. Aquila strives to deliver the best of the best in technical services to our customers. Candidates that possess a love for technical challenges, a desire to constantly learn, and the desire to establish themselves as critical players within a team will enjoy calling Aquila Technology home.Our Perks Include:PTO – 15 days (vacation/sick) 10 paid holidays – 6 standard (New Year's, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas) – 4 floating holidays prorated based on your day of hire:1.5 paid days, or 12 hours, for approved volunteer work1 week of paid maternity/paternity LOA after 1 year of Full-time employmentTuition & Training Reimbursement – 5K annually for pre-approved, Eligible full-time team members who have completed a minimum of six (6) months of employment may apply for tuition reimbursement for approved, job-related courses taken through an accredited college or university. Team members must achieve a grade of "B" or better to qualify for reimbursement. Aquila will reimburse up to $5,000 per fiscal year for tuition expenses only. Expenses related to training programs, certifications, books, materials, meals, transportation, or other non-tuition costs are not eligible under the Tuition Reimbursement Program. All tuition reimbursement requests must be submitted to and approved by the team member's Manager prior to course registration. Reimbursement will be issued upon successful course completion and submission of final grades and proof of payment.401K with Fidelity – Eligible to participate following 90 days of employment. Company match on employee contribution:$1/$1 up to 3%, then.50 cents / $1 for 4th and 5th %sFully vested from day oneCompany match does not apply to catch-up contributionCell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses. Aquila Technology will reimburse team members who work from home ONLY for cell phone/mobile device fees for work-related communications and/or operations each month. Employees eligible for this benefit must work remote 2 days a week or more to qualify.Buy Your Own Device (BYOD) – Team members are eligible for reimbursement of up to $1,500 every three (3) years for the purchase of electronic equipment used to access corporate services. To qualify for this benefit, employees must have completed a minimum of six (6) months of employment and must agree to and sign the Device Minimum Configuration Form prior to reimbursement. Electronic devices eligible under the Buy Your Own Device (BYOD) program are limited to cell phones, laptops, and tablets.Clearance Level: Interim clearance sufficient to start – Must be US Citizen Work Location: Candidate will be required to work onsite 5 days/wk – Must be within 100 miles from Lexington, MA Interview Process: Initial phone or zoom. If candidate advances, can expect an onsite interview.We are an Equal Opportunity EmployerApply Now