Administrative Assistant

Administrative Assistant

Clearance Level: Interim clearance is acceptable to start – Must be US Citizen and able to obtain an Active Secret Clearance

At Aquila Technology, you will see our team’s passion every day, whether we are building a robust, policy‑compliant IT system or stress‑testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes.

We call this the Aquila Advantage.

Aquila is seeking an Administrative Assistant to join our team in supporting one of the country’s premier defense research organizations. The Administrative Assistant will be responsible for helping to ensure smooth coordination and management of all administrative activities for a highly dynamic office. This will include managing team training requirements, supporting onboarding and off‑boarding of new employees, coordinating meeting arrangements, standardizing and organizing team processes, and supporting various special projects as needed.

Demonstrates strong calendar management skills, including not only scheduling meetings and appointments, but also proactively coordinating complex calendars, anticipating conflicts, managing priorities and adjusting schedules in response to changing needs. Additional responsibilities include answering phones, booking travel, processing expense vouchers, escorting visitors, processing electronic shopping carts and PCard purchases, maintaining supplies, typing memoranda, entering timesheets, filing both paper and electronic information, and processing a variety of organization forms.

• Must be a U.S. Citizen – Must be able to obtain an Active Secret Clearance (Green Cards / Visas do not qualify)
• Willingness to undergo a comprehensive background investigation and maintain a personal security clearance. (Aquila would sponsor you for the security clearance.)
• Must be within 100 miles of worksite (Lexington, MA)

The candidate must be able to set priorities, and manage multiple concurrent tasks. Must be able to work effectively with a broad range of levels both within and outside the organization. Must be able to work independently and take initiative, while also collaborating effectively with peers and following direction from leaders. Outstanding written and oral communication skills are essential. Extensive experience with Microsoft Office suite is required.

Position requires handling of classified material.

• 5 years – Administrative support experience
• 5 years – Data entry experience
• 5 years – Experience creating and booking travel reservations/itineraries
• 5 years – Experience with calendar management
• 5 years – Filing
• 5 years – Soft Skills
• Detail‑oriented
• Strong Verbal and Written Communication
• Time Management
• 5 years – Software Tools
• 5 years – Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook)

• Degree Level: Bachelor’s Degree
• Currently holds a Secret Clearance (OR a higher clearance)
• DoD Experience
• Systems
• SAP/ERP
• Background/Need

• Experience with SAP/SRM and electronic document management systems is preferred.

You’ll meet with someone from our Recruiting team so we can learn more about you and answer some of your questions.
You’ll meet with the Hiring Manager to learn more about the team, and the role, and get to tell us more about what you’d bring to the team
You’ll meet team members who will be your peers to help you get a feel for a “real day in the life” at Self.

Aquila team members experience the opportunity to be part of a fast‑paced, customer‑focused, and technically innovative work environment. Aquila strives to deliver the best of the best in technical services to our customers. Candidates that possess a love for technical challenges, a desire to constantly learn, and the desire to establish themselves as critical players within a team will enjoy calling Aquila Technology home.

• PTO – 15 days (vacation/sick) 10 paid holidays – 6 standard (New…