Division Administrative Assistant

The Space Systems and Technology Division is seeking a supporting Administrative Assistant who will be responsible for assisting in the daily operation of a dynamic Division office, encompassing a wide variety of administrative support tasks.Core responsibilities will be related to communications, marketing, graphics support and assisting with event planning.

Duties include, but not limited to:

• Development and publishing of a division newsletter and other related communications materials
• Support to the Division Office in development of written documentation and briefing materials, with a focus on graphics design, editing, and overall quality.
• Prepare and process a variety of Laboratory administrative web-based forms, answer telephones, maintain electronic calendars, sort area mail, and compose and type correspondence, handle classified material and maintain office files.
• Process electronic shopping carts and purchase card purchases, order office supplies, ship order requests, and respond to various purchasing related inquiries.
• Schedule and coordinate interviews using Success Factors.
• Coordinate, process, and track HR actions: internships, enter weekly/hourly time reports, leave, training, etc. Prepare/edit technical material, and process items for release review using PARROT.
• Coordinate travel agendas, send security clearances, submit travel arrangements in Concur, and process expense reports.
• Emergency coordinator for Division Office.
• Set up and coordinate arrangements for internal and external meetings.
• Interact regularly with Laboratory personnel and sponsors and provide guidance in relation to MIT Lincoln Laboratory Policies & Procedures in order to facilitate/ensure compliance.
• Lead and/or support planning for large scale Division events including conferences, workshops, offsite events, rewards and recognition celebrations and other similar events.

• High School diploma or equivalent is required.
• At least 3 years of related experience required.
• Must possess strong administrative support skills and be able to interact with all levels of Laboratory personnel as well as sponsors, show considerable initiative and resourcefulness while performing tasks with minimal supervision in a fast-paced environment.
• High Proficiency in Microsoft Office Suite, Microsoft Outlook, Zoom, Teams and excellent general computer skills are required. Preferred knowledge of SAP and Concur applications are desired.
• The ability to prioritize and handle multiple concurrent tasks, along with a demonstrated record of success working as part of a team, is required.