Group Administrative Assistant

 

The Quantum Information and Integrated Nanosystems Group at MIT Lincoln Laboratory develops quantum systems, including theory, engineering, and control, to address critical future technology needs. Areas of focus include developing superconducting qubits for quantum computing, trapped ions for quantum information and precision time keeping, integrated photonics, and solid-state quantum sensing. The group’s innovative research is supported by on-site state-of-the-art fabrication tools, close partnership with universities and industry, extensive test and measurement infrastructure, and daily collaboration with staff and scientists across Lincoln Laboratory.

 

Job 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 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 essential to the group’s efficiency, you will help support a group of 125+.  

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 hours for this position are 8:30am - 5:00pm 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 the demands of the role.

 

 

Requirements

 

• High School diploma, post high school education preferred
• At least 5 years of directly related administrative experience. Post high-school education will count toward experience.
• Proficiency in Microsoft Office (MS Word, Excel. PowerPoint), calendar, and e-mail applications required
• Ability to prioritize day to day with tasks that evolve rapidly
• Ability to work independently, cooperatively, and effectively in a team environment
• Ability to perform administrative tasks in a dynamic environment, managing multiple assignments and prioritizing workflow with minimal supervision.
• Excellent written and oral communication skills are essential
• Familiarity with DoD requirements highly desirable

 

 

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