Administrative Assistant - Aquila Technology

Administrative Assistant

Clearance: None

At Aquila Technology, you will see our team’s passion every day, whether we are building a robust, policy-compliant IT system or stress-testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

About the Role:

Aquila is seeking a Administrative Assistantto join our team in supporting one of the country’s premier defense research organizations. The team is in need of an administrative assistant to help with ordering new mobile devices and resolving tickets related to mobile lines of service.

There are a few requirements for the position:

• Must be a U.S Citizen (Green Cards / Visas do not qualify)
• Willingness to undergo a comprehensive background investigation and maintain a personal security clearance. (Aquila would sponsor you for the security clearance.)

What You'll Do:

Provides administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Answers and directs phone calls. Organizes and schedules meetings and appointments. Maintains contact lists. Produces and distributes correspondence memos, letters, faxes and forms. Assists in the preparation of regularly scheduled reports. Develops and maintains a filing system. Books travel arrangements. Submits and reconciles expense reports. Provides general support to visitors. Provides information by answering questions and requests. Takes dictation. Researches and creates presentations. Generates reports. Handles multiple projects. Prepares and monitors invoices. Develops administrative staff by providing information, educational opportunities and experiential growth opportunities. Ensures operation of equipment by completing pr eventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of 

Responsibilities:

• Processing mobile device procurement orders and services requested via the ServiceNow ticketing platform.
• Updating records of employees or mobile lines of service in associated databases.
• Completing the required paperwork to ship material goods to remote Organizations staff or new hire candidates.
• Assisting in the porting of mobile lines of service between service carriers.
• Analyzing and resolving mobile device financial error reports.
• Creating, analyzing, and resolving mobile device compliance reports.
• Developing well-written instructional knowledge base articles.
• Generating ad hoc reports, conducting data analysis, and resolving issues.
• Completing minor projects.
• Clearly, accurately, and frequently communicating with customers of all education levels regarding requests.

Required Skills:

• Advanced Excel skills, including the ability to perform VLOOKUPs and create pivot tables/charts.
• A reasonable understanding of Apple product lines and how mobile devices function.
• 5-10 years of experience in a customer service-related role, demonstrating ownership and resolution of complex customer issues.
• Strong interpersonal and communication skills to effectively work directly with customers, support staff, and vendors, addressing their needs, managing expectations, and fostering positive relationships.

Preferred Skills:

• Experience with ServiceNow or similar service ticket platforms.
• Willingness to learn without prior technical knowledge is acceptable.
• Candidates with prior administrative support experience within the military have shown success in this role.
• Certifications or training classes related to Microsoft Office products.
• Familiarity with ticket workflows or automations.

Must Have:

• 2 years Data Analysis
• 2 yearsDatabases (relational and non-relational forms)
• Associates Degree
• 3 years Apple Product Lines
• Strong Verbal and Written Communication
• Time Management
• 3 years MS Suite (Excel, ppt)
• 2 years Advanced Excel skills (VLOOKUPs and Pivot Tables/Charts)

Nice to Have :

• Certifications or training classes related to Microsoft Office products
• Bachelor's Degree
• Familiarity with ticket workflows or automations
• Adobe software (Acrobat, InDesign)
• ServiceNow
  

Applicable Education and Professional Accreditation:

• Degree in one of the following disciplines: Science, Technology, Engineering, Math, or a related technical discipline
• Certification(s) in one or more of the following disciplines: Solaris administration, Red Hat, VMWare, Certified Information Systems Security Professional (CISSP); CompTIA Security+; Linux Professional Institute Certification
• Any prior military experience is a plus. They will modify the years of experience or the required Bachelor's Degree if someone has the majority of the technical skills and a military background.

Our interview process is designed to let you get to know us as much as for us to get to know you!

1. You’ll meet with someone from our Recruiting team so we can learn more about you and answer some of your questions.
2. You’ll meet with the Hiring Manager to learn more about the team, and the role, and get to tell us more about what you’d bring to the team
3. You’ll meet team members who will be your peers to help you get a feel for a “real day in the life” at Self.

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 work
• 1 week of paid maternity/paternity LOA after 1 year of Full-time employment
• Tuition & Training Reimbursement - 5K annually for pre-approved, job-related tuition, certification, or professional conferences
• 401K with Fidelity 100% immediate vesting; Plan eligibility begins 90 days following the date of hire. Aquila matches 50 cents on the dollar, up to 6%.
• Cell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses.
• Buy Your Own Device (BYOD) Allowance Reimbursed up to $1500 for the purchase of a qualified technology device. Eligible after 90 days of employment, and benefit renews every three years.

Location: This position is HYBRID and requires 1-2 days per week onsite presence in Lexington. During special projects, there may be an increased onsite requirement, up to 20 days per month. Candidates should be local to MA/NH/RI. Lexington, MA

Work Schedule: FULL-TIME
.
Travel: None

Clearance: An interim clearance is sufficient for the start of this position.

We are an Equal Opportunity Employer.