Job Information
MIT Lincoln Laboratory Division Administrative Assistant in Lexington, Massachusetts
Division 9: Space Systems and Technology Ensuring critical U.S. space activities
We develop technology to meet the challenges of an increasingly congested and contested space domain. Our engineers design, prototype, operate, and assess systems that detect, track, identify, and characterize satellites and orbital debris. Given the potential for conventional conflict to extend to space, we conduct R&D on concepts and systems that will provide space mission resilience.
Division Administrative Assistant
The Space Systems and Technology Division is seeking a supporting Administrative Assistant who will be responsible for assisting in the daily operation of a dynamic Division office, encompassing a wide variety of administrative support tasks. Core responsibilities will be related to communications, marketing, graphics support and assisting with event planning.
Duties include, but not limited to:
Development and publishing of a division newsletter and other related communications materials
Support to the Division Office in development of written documentation and briefing materials, with a focus on graphics design, editing, and overall quality.
Prepare and process a variety of Laboratory administrative web-based forms, answer telephones, maintain electronic calendars, sort area mail, and compose and type correspondence, handle classified material and maintain office files.
Process electronic shopping carts and purchase card purchases, order office supplies, ship order requests, and respond to various purchasing related inquiries.
Schedule and coordinate interviews using Success Factors.
Coordinate, process, and track HR actions: internships, enter weekly/hourly time reports, leave, training, etc. Prepare/edit technical material, and process items for release review using PARROT.
Coordinate travel agendas, send security clearances, submit travel arrangements in Concur, and process expense reports.
Emergency coordinator for Division Office.
Set up and coordinate arrangements for internal and external meetings.
Interact regularly with Laboratory personnel and sponsors and provide guidance in relation to MIT Lincoln Laboratory Policies & Procedures in order to facilitate/ensure compliance.
Lead and/or support planning for large scale Division events including conferences, workshops, offsite events, rewards and recognition celebrations and other similar events.
Requirements
High School diploma or equivalent is required.
At least 3 years of related experience required.
Must possess strong administrative support skills and be able to interact with all levels of Laboratory personnel as well as sponsors, show considerable initiative and resourcefulness while performing tasks with minimal supervision in a fast-paced environment.
High Proficiency in Microsoft Office Suite, Microsoft Outlook, Zoom, Teams and excellent general computer skills are required. Preferred knowledge of SAP and Concur applications are desired.
The ability to prioritize and handle multiple concurrent tasks, along with a demonstrated record of success working as part of a team, is required.
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.
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