Group Administrative Assistant

The Human Health & Performance Systems Group develops human-centered technologies to enhance human capability and address operational challenges in national security domains. Our research spans integrated wearable systems, human-machine teaming, neurocognitive analytics, medical technologies, and more. The group includes experts in physiology, neuroscience, psychology, engineering, and computer science, and employs cutting-edge tools such as machine learning, advanced sensing, and model-based systems engineering.

The Human Health & Performance Systems Group at MIT Lincoln Laboratory is seeking a highly motivated and professional Group Administrative Assistant to support the daily operations of a dynamic, interdisciplinary research group. This role is critical to ensuring smooth organizational execution and fostering a positive group culture. The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate professionalism in communication with internal and external stakeholders.

 Administrative Organization:

• Manage multiple calendars, including conference room scheduling

• Coordinate internal and external meetings and visits

• Maintain office equipment and supply levels

• Serve as the property coordinator and point of contact for property-related matters

• Enter timesheets, process shopping carts, procurements, and expense vouchers

• Arrange travel and submit expense reports

• Perform data entry into Laboratory web-based forms and maintain spreadsheets

• Compose and archive correspondence for the office

• Support onboarding for new hires and escort visitors

• Provide coverage for administrative absences in other offices as needed

Proactive Administrative and Efficiency Management:

• Set priorities and manage multiple concurrent tasks in a fast-paced environment

• Work independently under minimal direction, anticipating administrative needs

• Take ownership of key processes, such as onboarding logistics and external visitor meeting coordination

Champion Group Culture and Connection:

• Organize team-building activities, workshops, conferences, and special events to foster collaboration and engagement

• Demonstrate effective written and oral communication skills and interpersonal management

• Maintain professionalism in communication with senior management, external parties, and group members

Protecting Information:

• Handle private and classified electronic and hard copy information with discretion

• Submit release reviews and contribute to the success of security audits

Office Space and Logistics Management:

• Submit facilities and IT work orders

• Coordinate logistics for office moves and facility renovations

• Manage conference room scheduling and communications with staff and service personnel

Special Projects:

• Additional special projects may be assigned to as part of the role

• Education: High school diploma or equivalent required; post-high school education preferred

• Experience: Minimum of 5 years of relevant administrative experience; post-high school education may count toward experience

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and Zoom. Familiarity with SAP, Concur, SuccessFactors, and other tools is a plus

• Interpersonal Skills: Strong written and verbal communication skills, attention to detail, and ability to manage multiple priorities

• Professionalism: Demonstrated ability to handle sensitive and confidential information with integrity and sound judgment

• Teamwork: Proven ability to work collaboratively in a team environment and contribute positively to group dynamics

• Adaptability: Comfortable navigating a fast-paced, multi-faceted environment with evolving priorities

Additional Information:

• This position is hybrid and requires onsite presence at least four days per week, with flexibility for additional onsite work during events or high-demand periods

Hiring Range: $ $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 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.

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 for more information. As an employee of MIT, you can also take advantage of other voluntary benefits, discounts and perks.

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.

Requisition ID: 42513