Group Administrative Assistant VI

 

The Biological & Chemical Technologies Group at MIT Lincoln Laboratory is seeking a highly motivated and professional Administrative Assistant to support the daily operations of a dynamic, interdisciplinary research group. This role is critical to ensuring smooth organizational execution and fostering a positive group culture. The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate professionalism in communication with internal and external stakeholders.

Job Description

 

Administrative Organization:

 

• Manage multiple calendars, including conference room scheduling and Group Office member availability

• Coordinate internal and external in-person meetings and visits (including ordering food, submitting visitor requests, preparing agendas, reserving parking)

• Maintain office equipment and supply levels

• Serve as the property coordinator and point of contact for property-related matters

• Enter timesheets, process shopping carts, procurements, ship orders, hand-carry requests, and expense vouchers

• Arrange travel and submit expense reports. Proactively work with Group members to insure travel requests are accurate and expense reports are submitted in a timely manner.

• Perform data entry into Laboratory web-based forms and maintain spreadsheets

• Support onboarding for new hires and escort visitors

• Provide coverage for administrative absences in other offices as needed

 

Proactive Administrative and Efficiency Management:

 

• Set priorities and manage multiple concurrent tasks in a fast-paced environment

• Work independently under minimal direction, anticipating administrative needs

• Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination

 

Champion Group Culture and Connection:

 

• Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement

• Demonstrate effective written and oral communication skills and interpersonal management

• Maintain professionalism in communication with senior management, external parties, and group members

 

Protecting Information:

 

• Handle private and classified electronic and hard copy information with discretion

• Submit release reviews; working with Group members to streamline submission process, insure the appropriate reviewers are assigned to the submission, and facilitate communication.

• Contribute to success of security audits and reviews

 

Office Space and Logistics Management:

 

• Submit facilities and IT work orders

• Coordinate logistics for office moves and facility renovations

• Maintain up-to-date listing and map of office assignments

• Manage conference room scheduling and communications with staff and service personnel

 

 Special Projects:

 

• Additional special projects may be assigned to as part of the role

 

 

Requirements

 

• Education: High school diploma or equivalent required; post-high school education preferred

• Experience: Minimum of 5 years of relevant administrative experience; post-high school education may count toward experience

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom. Familiarity with SAP, Concur, SuccessFactors, and other tools is a plus

• Interpersonal Skills: Strong written and verbal communication skills, attention to detail, and ability to manage multiple priorities

• Professionalism: Demonstrated ability to handle sensitive and confidential information with integrity and sound judgment

• Teamwork: Proven ability to work collaboratively in a team environment and contribute positively to group dynamics

• Adaptability: Comfortable navigating a fast-paced, multi-faceted environment with evolving priorities

• Initiative: Identify areas that could be improved (ex. business processes, office space usage, group communications) and proactively suggest ideas for improvement

 

Additional Information

This position is hybrid and requires onsite presence at least three days per week, with flexibility for additional onsite work during events or high-demand periods

 

Hiring Range: $32 per hour - $38.10 per hour

 

 

Disclaimer: MIT Lincoln Laboratory provides a typical hiring range as a good faith estimate of what we reasonably expect to offer for this position at the time of posting. The final salary offered to a selected candidate will