MIT Lincoln Laboratory researches and develops a broad array of advanced technologies to meet critical national security needs. What sets us apart from many national R&D laboratories is our focus on building operational prototypes of the unique systems we design. The Engineering Division is at the heart of these prototypes.

The Engineering Division, working in partnership with all the other MIT Lincoln Laboratory Divisions, designs and builds advanced technology systems of national importance. Projects include space and aircraft payloads and ground-based systems. The Engineering Division’s expertise includes mechanical, fabrication, aero, thermal, optical, control and autonomous systems engineering. The Engineering Division’s groups work in cross-divisional teams supporting a wide range of projects. Special emphasis is placed on the integration of design and analysis capabilities to support the rapid prototyping of hardware systems.

Position Description

The Engineering Division is seeking an Administrative Assistant to support the daily operation of the division office management. The successful candidate will work with the existing Division Administrative Assistant on a wide variety of administrative support tasks, and co-lead the Group Administrative Assistant team to promote best practices and triage any issues that may arise. The candidate should be team oriented and possess strong communication skills. An ability to work successfully with others is essential, as is the ability to work under pressure in a fast-paced, multi-faceted office. The candidate is expected to possess a high level of professionalism in communication with senior management and other external parties, a strong level of discretion in handling private information, and an excellent ability to maintain situational awareness of office and Laboratory level matters.

Specific tasks can be grouped into four main areas:

Organization: The candidate will manage multiple office and conference room calendars, coordinate internal and external visits and meetings, coordinate the division seminars and annual Advanced Prototype Engineering Technology Symposium (APETS), and maintain office equipment and supply levels. The candidate should possess the ability to set priorities and manage multiple concurrent tasks.

Communication: The candidate must possess effective written and oral communication and interpersonal skills, the ability to work independently under minimal direction and effectively monitor details.

Accuracy: The candidate will enter weekly support time sheets, process shopping carts and procurements, execute credit card procurements, arrange travel and process expense vouchers, submit facilities and IT work orders, enter data into a variety of Laboratory web-based forms, submit release reviews, type and edit memoranda, create and maintain spreadsheets, edit presentations, compose and archive correspondence for the office.

Professionalism: The candidate should possess a high level of professionalism in communication with senior management and external parties, and an effective level of discretion in handling private and classified electronic and hard copy information, as well as in escorting visitors.

This is an onsite position. The normal hours of operation at the Laboratory are between 7:00 AM and 7:00 PM Monday through Friday. There is flexibility on the work arrangement schedule to modify your 40-hour schedule between these parameters.

Position Requirements

• High School graduate with at least ten years of relevant experience or Bachelor’s Degree with five years of relevant experience.

• Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint, Access)

• Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills

• Ability to perform administrative tasks in highly collaborative environment, managing multiple assignments and prioritizing workflow with minimal supervision

  Additional preferences: Experience working with SAP, Concur, MS Teams, Zoom, WebEx, Success Factors, Field Glass, Fiori Apps, SAP Business Objects, Analysis for Office.

  #CJ

  At MIT Lincoln Laboratory, our exceptional career opportunities include many outstanding benefits to help you stay healthy, feel supported, and enjoy a fulfilling work-life balance. Benefits offered to employees include:

• 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

• ... and much more!

  Please visit our Benefits page (https://hr.mit.edu/benefits) for more information. As an employee of MIT, you can also take advantage of other voluntary benefits, discounts and perks (https://hr.mit.edu/benefits/additional) .

  Selected candidate will be subject to a pre-employment background investigation and must be able to obtain and maintain a Secret level DoD security clearance.

  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.

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