DEC Administrative Assistant V - MIT Lincoln Laboratory

Position Description

We are seeking an enthusiastic professional to join the Group. The candidate should be team oriented and possess strong communication skills. The ideal candidate will be a professional and engaging contributor to the Group office team and be able to work both cooperatively and independently, set priorities, demonstrate strong organizational skills and manage multiple concurrent tasks accurately and reliably. An ability to work successfully with others is essential, as is the ability to work in a fast-paced, multi-faceted group office.

The successful candidate will play a crucial role in the daily operations of the group, requiring proactive problem-solving skills to ensure seamless functionality.  This position will provide administrative support to the Group Leaders & Business Manager with the primary responsibility to manage multiple complex schedules/calendars and coordinate meetings.  In addition, this role will include responsibilities that encompass a variety of administrative tasks & business tasks essential to the group’s efficiency. 

The day-to-day responsibilities include a variety of administrative duties such as answering phones, communicating through email, maintaining electronic calendars, coordinating meetings, escorting visitors, requesting site access for foreign visitors, supporting security and audits, processing a variety of Laboratory forms, issuing shopping carts, facilitating release review, maintaining supplies, filing both paper and electronic information, and sending and receiving packages.  In performing these tasks, the administrative coordinator will work closely with the Group Office Manager, other Group Office team members, and the Group Business team.

The candidate will enter time sheets, process shopping carts and procurements, execute credit card procurements, arrange travel and process expense vouchers, submit facilities and IT work orders, as well as data entry into a variety of Laboratory web-based forms, submitting release reviews, creating and maintaining spreadsheets, composing and archiving correspondence for the office, and support other activities such as new hire onboarding and escorting visitors.  May be tasked with providing coverage for admin absences in other offices.

The position may require special project assignments including assisting in conferences and coordinating logistics for facility renovations and office moves. Other special project assignments may be given depending on needs of the Group.

The hours for this position are 8:00am - 4:30pm Monday through Friday with some irregularity due to event-specific needs. The expectation is that this role is predominantly in-person/in-office with some openness to flexibility to accommodate remote work.

Requirements

• High School graduate with at least 5 years of relevant experience
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Access, Outlook) on a Microsoft Windows platform
• Proven ability to utilize MS Excel effectively to solve problems and organize information  
• Must have a record of successfully working in a team environment along as well as willingness to follow Laboratory policy and procedures.  Familiarity dealing with sensitive and confidential matters is a plus
• Proven record of organizational skill, attention to detail, ability to handle multiple concurrent tasks, and positive interpersonal behaviors needed to work successfully in a fast-paced, performance-driven, and respectful work environment
• Comfortable communicating with all levels of the organization as well as external guests in a professional manner
• Familiarity with SAP is desired.  Additional preferences: experience working within government, Concur, Success Factors, Field Glass, SAP Business Objects, Analysis for Office

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