Administrative Assistant (Fabrication Engineering Group)

Position Description

 

The Fabrication Engineering Group is seeking a highly motivated and professional Group Administrative Assistant to support daily office operations. This role encompasses a wide variety of administrative support tasks and requires a team-oriented individual with strong communication skills, organizational abilities, and a high level of professionalism.  Reporting to the Group Business Manager, the Group Admin is a critical connection point to the Group Office.

 

Key Responsibilities

 

1. Organization:

• Manage multiple calendars, including conference room scheduling and group status boards.
• Coordinate internal and external visits and meetings.
• Maintain office equipment and supply levels.
• Serve as the property coordinator and point of contact for property-related matters.
• Provide coverage for administrative absences in other offices as needed.
• Take ownership of onboarding logistics, including coordinating resources and ensuring a smooth transition for new team members.
   

2. Communication:

• Possess effective written and oral communication and interpersonal skills.
• Work independently under minimal supervision.
• Communicate professionally with senior management and external parties.
   

3. Administrative Accuracy:

• Enter weekly timesheets for support, service, and subcontractors.
• Process shopping carts, credit card procurements, and other purchasing tasks.
• Arrange travel and process expense vouchers.
• Submit facilities and IT work orders, as well as data entry into Laboratory web-based forms.
• Submit release reviews and ensure compliance with Laboratory policies.
   

4. Professionalism:

• Maintain a high level of professionalism in communication with senior management and external parties.
• Exercise discretion in handling private and classified information.
• Escort visitors and ensure compliance with security protocols.
   

Requirements:

• High School graduate with at least 5 years of relevant experience, or
  • Associate’s degree with at least 3 years of relevant experience, or
  • Bachelor’s degree in business or a relevant field.
• Proficient in MS Office Suite (Outlook, OneNote, Excel, PowerPoint, Word).
• Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills.
• Ability to perform administrative tasks in a highly collaborative environment, managing multiple assignments and prioritizing workflow with minimal supervision.
• Ability to obtain and maintain a government security clearance.
   

Additional Preferences Qualifications: 

• Experience working in STEM fields or government environments.
• Familiarity with Concur, SuccessFactors, Field Glass, SAP, Analysis for Office, MS Forms, MS Power BI and SharePoint.
   

Work will be performed predominantly onsite in Lexington, MA.