MIT Lincoln Laboratory Administrative Assistant in Lexington, Massachusetts
The Homeland Protection and Air Traffic Control Division leads MIT Lincoln Laboratory's efforts in homeland protection, air traffic control, and bioengineering. For homeland protection, the division focuses on systems and technology for chemical and biological defense; maritime, border, and airspace security; and disaster response. The division's air traffic control programs support the Federal Aviation Administration's (FAA) Next Generation Air Traffic System initiative by developing a national GPS-based surveillance system, airborne and ground-based collision avoidance technologies, advanced weather forecasting and associated decision support tools, and future air traffic control tower automation. Bioengineering programs span four broad technical areas: biomedical research, synthetic biology, bioinformatics, and biometrics.
Division 4 is seeking an experienced Administrative Assistant to provide clerical and administrative support and coverage to its seven Group Offices. The successful candidate will work as member of the Division's Support Team and together with the Division Administrative Assistant, provide coverage and administrative support to the operational needs of group offices 42, 43, 44, 45, 46, 47 & 48 as assigned and required.
Responsibilities will involve the prioritization, coordination, implementation, and follow through of all administrative workflow within the group to include: shopping, labor, travel, ship/work/CSR orders, visit requests, etc. With knowledge of Laboratory policy and procedure and experience utilizing various electronic tools, will schedule/coordinate travel, candidate interviews, distinguished visits, meetings, conferences, seminars, etc. Will prepare, edit and proofread technical reports, agendas and other publications and maintain a variety of databases including LISA. Will prepare proper paperwork for release review and maintain the records for approval process using PARROT. Will provide phone coverage to group office personnel with coverage to other groups as may be required. Will provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements. Will coordinate service needs for office equipment and maintain inventory of office supplies. Will strive to create a positive and productive work environment and utilizing self-initiative, create efficiencies of processes and enhanced communications.
The successful candidate will have a demonstrated ability to perform in a dynamic work environment with proven ability to multi-task and exhibit great flexibility . Excellent communication and interpersonal skills are needed. A track record of working independently with minimal direction is necessary as is a proven record of attention to detail and accuracy. Candidates should be comfortable working within a support team and be able to demonstrate strong organizational skills, problem solving abilities and innovative and resourceful ways of improving office workflow and efficiencies. Experience and proven ability to effectively deal with sensitive and confidential matters and ability to appropriately and professionally interact with internal and external contacts is required.
Requirements: . High School graduate, with at least 2.5 years of directly related secretarial/administrative experience. Post high-school education will count toward experience. . Demonstrated ability to lead and support administrative tasking in high-volume environment, handling multiple assignments, set priorities, meeting deadlines, etc. with minimal supervision and experience demonstrating the application of a professional and effective approach to problem solving. . Demonstrated high proficiency in SAP, Microsoft Office, Microsoft Outlook as well as excellent computer skills are desired. Must have the ability to compose and format documents and work under time pressure. . Proven record of organizational skill, ability to handle multiple concurrent tasks, display excellent follow-up skills, and ability to work successfully in a fast-paced, performance-driven environment. . Must have a record of successfully working in a team environment along with effective methods of collaboration and interaction with all levels of personnel as well as Sponsors.
U.S. citizenship is required.
MIT Lincoln Laboratory is an Equal Employment Opportunity (EEO) employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability status, or genetic information; U.S. citizenship is required.