Division Administrative Assistant

Location

Lexington, MA | United States

Job description

The Communication Systems Division develops advanced systems and technology to enable the next generation of communications networks. Our work explores how to make satellite communications more resilient, how to make longer and faster laser datalinks to space, and how to improve tactical radios for soldiers.

We are seeking an enthusiastic professional to join the Division. The candidate should be team oriented and possess strong communica ti on skills. The ideal candidate will be a professional and engaging contributor to the Division office team and be able to work both coopera ti vely and independently, set priorities, demonstrate strong organiza ti onal skills and manage mul ti ple concurrent tasks accurately and reliably. An ability to work successfully with others is essen ti al, as is the ability to work in a fast-paced, multi-faceted division office.

Job Description:

The successful candidate will play a crucial role in the daily operations of the division, requiring proactive problem-solving skills to ensure seamless functionality. Responsibilities encompass a variety of administrative tasks essential to the division's efficiency. These duties involve overseeing intricate Microsoft Outlook calendars, discerning between immediate organizational challenges and long-range scheduling requirements. In addition, the candidate will maintain and create databases, coordinate travel arrangements to include processing expense reports and sending security clearances. The candidate will be responsible for handling classified material and supporting security audits.

Additional responsibilities include answering telephones, ordering office supplies, sorting area mail, and composing correspondence. They will play a pivotal role in fostering a cohesive and collaborative team environment among administrative assistants across the division. This includes monitoring vacations to ensure adequate group coverage, supporting hiring efforts and tracking training requirements. The candidate will enter and track purchasing, enter weekly/hourly time reports, staff vacation reports, ship order requests, and respond to various purchasing related inquiries.

Responsibilities extend to coordinating Division workshops and conferences, managing special events and team building activities, and facilitating the division seminars and special presentations. The role also requires that the candidate takes ownership of division special initiatives and ensures engagement from all stakeholders.

The position is 100% onsite Monday through Friday with some flexibility to work from home up to one day a week after one year of employment.

Requirements:

• Highly effective written and verbal communication skills
• Must have a record of successfully working in a team environment along with effective methods of

collaboration and interaction with all levels of personnel and sponsors

• Successful experience with proactive and independent approach to problem solving and decision-making
• Extensive experience managing multiple calendars and prioritizing time-critical matters.
• Demonstrated ability to perform in a dynamic work environment with proven ability to multi-task, prioritize

complex tasks and exhibit great flexibility

• Proven ability to handle private information with discretion, be adaptable to various competing demands,

and demonstrate the highest level of customer/client service and response

• Outstanding organizational skills with demonstrated ability to perform and prioritize multiple tasks

seamlessly and with excellent attention to detail

Additional Requirements:

• High school diploma or equivalent is required, post high school education is preferred.
• At least 3 years of directly related experience is required
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) is required, familiarity with SAP is preferred

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: 40967 

Job tags

Salary