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

• Organization:
  • Manage multiple calendars, including conference room scheduling and group status boards.
  • Cook up 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.
• Communication:
  • Possess effective written and oral communication and interpersonal skills.
  • Work independently under minimal supervision.
  • Communicate professionally with senior management and external parties.
• 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.
• Professionalism:
  • Maintain a high level of professionalism in communication with senior management and external parties.
  • Exercise discretion in handling private and classified information.
  • Espouse visitors and ensure compliance with security protocols.

Requirements

• A high school graduate with at least 5 years of relevant experience, or
• An associate’s degree with at least 3 years of relevant experience, or
• A 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 Location

Work will be performed predominantly onsite in Lexington, MA.

Hiring Range

Hiring Range: $32.00-$38/10 per hour

Benefits

• Comprehensive health, dental, and vision plans
• MIT-funded pension
• Matching 401K
• Paid leave (including vacation, sick, parental, military, etc.)
• Tuition reimbursement and continuing education programs
• Mentorship programs
• A range of work-life balance options

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 depend on various factors, including—but not limited to—the scope and responsibilities of the role, the candidate’s experience, skills and education/training, internal equity considerations and applicable legal requirements. This range reflects base salary only and does not include additional forms of compensation or benefits.

Equal Employment Opportunity (EEO)

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.