Administrative Assistant Job at Clearance Jobs in Lexington

Overview

Administrative Assistant

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.

Responsibilities

Demonstrates strong calendar management skills, including scheduling meetings and appointments, 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.

Required Qualifications

• 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)
• 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
• Strong Verbal and Written Communication
• Time Management
• 5 years - Software Tools
• 5 years - Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook)
• Detail-oriented
• Handle sensitive information in a confidential manner
• Provide polite and professional communication
• Candidates can expect to work onsite 5 days / wk

Nice to Have

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

Preferred Skills

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

Requirements

• High school diploma, GED or equivalent is required; post high school education preferred
• A minimum of 5 years of progressively responsible administrative experience
• Must possess strong administrative skills; self-confidence, attention to detail, mature judgment, cooperative and a responsible attitude, and a conscientious and organized approach to work in a changing environment along with the ability to work effectively in a team environment and possess great flexibility
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) is required; familiarity with SAP is preferred
• Handle sensitive information in a confidential manner
• Provide polite and professional communication
• Must possess effective listening and problem-solving skills, attention to detail, be well-organized and able to prioritize multiple complex tasks
• Candidates can expect to work onsite 5 days / wk

Interview Process

Our interview process is designed to let you get to know us as much as for us to get to know you! 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 Aquila.

Benefits and Perks

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.

Our Perks Include

• PTO - 15 days (vacation / sick); 10 paid holidays - 6 standard (New Year’s, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas) - 4 floating holidays prorated based on your day of hire
• 1.5 paid days, or 12 hours, for approved volunteer work
• 1 week of paid maternity / paternity LOA after 1 year of full-time employment
• Tuition & Training Reimbursement - 5K annually for pre-approved, job-related tuition, certification, or professional conferences
• 401K with Fidelity 100% immediate vesting; Plan eligibility begins 90 days following the date of hire. Aquila matches 50 cents on the dollar, up to 6%
• Cell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses
• Buy Your Own Device (BYOD) Allowance Reimbursed up to $1500 for the purchase of a qualified technology device. Eligible after 90 days of employment, and benefit renews every three years.

Location: On-site 5 days a week in Lexington, MA

We are an Equal Opportunity Employer.