Group Administrative Assistant

The Energy Systems Group is part of the Homeland Protection Division and focuses on assisting the Departments of Defense and Homeland Security in securing the nation from energy-related threats. Our group works on a wide variety of programs including domestic and tactical military base energy resilience, microgrids – energy systems that can operate independently from the bulk electric grid, cyber security of control systems that interface with energy systems, and development of advanced energy technologies.

The group leads systems analysis efforts focusing on the gaps between infrastructure and operational requirements, executes live exercises for testing energy and cyber resilience posture, builds hardware-in-the-loop and real-time simulation platforms, does basic and applied research on technologies, and fields functional prototypes. Projects are typically conducted in a small team environment, leveraging expertise from within Lincoln Laboratory and MIT campus to successfully execute nationally important and cutting‑edge efforts.

The Energy Systems Group (Group 47) seeks a reliable and resourceful professional for an administrative assistant position to support its dynamic and growing group. The candidate will work under the guidance of the Group Senior Business Manager, Group Associate Business Manager, and three Group Leaders providing daily administrative support to the group. This position will allow for learning additional administrative skills on the job, joining a positive, productive, and inclusive work environment, and contributing to the overall impact of the group's work on national security objectives.

• Prioritize, coordinate, implement, and track all administrative workflow within the group, to include purchases, travel, ship & work orders, release reviews, and meeting requests
• Coordinate domestic and international travel for group members. This includes booking travel, passing clearances, international travel paperwork, filling out expense reports, and coordinating equipment shipments
• Schedule candidate interviews, distinguished visits, meetings, and seminars
• Provide phone coverage for Group Office personnel and in support of other Group Offices as needed
• Serve as the Security and Emergency coordinator for the group
• Plan conferences and workshops (working with other Group Administrative Assistants)
• Help with onboarding of new group members and coordinate desk and equipment assignments
• Coordinate closely with IT, Facilities, and other service departments for group needs
• Organize group functions, including team‑building activities

• High School graduate, with at least 5 years of directly related administrative experience. Post high‑school education will count toward experience. Bachelor's degree preferred
• Proven record of organizational skill, attention to detail, ability to handle multiple concurrent tasks, display excellent follow‑up skills, and ability to work successfully in a fast‑paced, performance‑driven environment
• Proficiency with the Microsoft Office suite of tools (specifically Outlook, Word, Excel, and PowerPoint)
• Must have a record of successfully working in a team environment along with effective methods of collaboration and interaction with others
• Must be able to prioritize multiple complex tasks seamlessly
• 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. This includes both verbal and written communication.
• Ability to become proficient with Laboratory policy and procedures and Laboratory‑specific computer‑based tools
• Proactive support for the Group Office by anticipating many of the administrative needs of the Group
• A minimum of 4 days/week onsite is required;
  Potential for 1 day/week remote work once fluent in the position and responsibilities. Hours are 8:30AM - 5PM.

Hiring Range: $32.00 - $38.10 per hour

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…