Administrative

Aquila Technology 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 enhancing the productivity and effectiveness of the group/organization. This position provides high-level administrative and operational support. The Administrative Assistant plays a vital role in maintaining the efficiency and organization of the teams operations, supporting the overall goals office and the organizations functional area

There are a few requirements for the position:

• 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)

Responsibilities/Duties: 

The Security Administrator will  provided comprehensive support to ensure the efficient operation of the office. This position will be staffing the front desk of a specific group. The Administrator provides information by answering questions and requests (from walk-ins, appts, email, phone etc), transcribes notes, researches and creates presentations, and generates reports, This role supports managers and employees through a variety of tasks related to organization and communication. Responsible for handling confidential and time-sensitive material, ensuring that all duties are completed accurately, delivered with high quality, and in a timely manner. Produces and distributes correspondence, memos, letters, faxes, and forms, and assists in the preparation of regularly scheduled reports.

Additionally, the role involves developing and maintaining a filing system, submitting and reconciling expense reports, and providing general support to visitors. The role requires handling multiple projects, preparing and monitoring invoices.

To ensure the smooth operation of office functions, the Security Administrator evaluates new equipment and techniques and maintains the supplies inventory by checking stock levels, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies. This role is crucial in maintaining the efficiency and organization of the office environment.

Security is a critical aspect of this role. The Security Administrator must adhere to best practices for protecting sensitive information, including Personally Identifiable Information (PII), using secure communication protocols, ensuring proper access control, and maintaining the confidentiality of all materials handled. This vigilance helps safeguard the integrity and security of the organization’s operations.

Key responsibilities:

• Coordinate and schedule meetings, briefings, and conference calls with internal and external stakeholders
• Prepare meeting agendas, take detailed minutes, and track action items for follow-up
• Handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
• Responsibilities will involve the prioritization, coordination, implementation, and follow-through of all administrative workflow within the group, including shopping, timesheet entry, travel, work orders, visit requests, etc
• Experience utilizing various electronic tools, will schedule/coordinate travel, candidate interviews, distinguished visits, meetings, conferences, seminars, etc
• Will provide phone (answering and directing phone calls) and on-site coverage
• maintaining contact lists
• Will provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements
• Will coordinate service needs for office equipment and maintain inventory of office supplies
• Will strive to create a positive and productive work environment and, utilizing self-initiative, create efficiencies of processes and enhanced communications

Required skills:

• 2-4 years experience
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Advanced Outlook and calendaring skills
• Advanced PowerPoint skills
• Excellent organizational, time management, and multitasking abilities
• Strong written and verbal communication skills with attention to detail
• Ability to balance and prioritize multiple task items in a very fast-paced environment
• Ability to handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
• Experience in preparing reports, presentations, and tracking action items
• Strong problem-solving skills with the ability to work independently

Must Have

• 2 years – Experience with calendar management
• 2 years – Filing
• 2 years – Meeting Management Skills
• 2 years – Experience generating reports and analyzing data
• 2 years – Software
• 2 years – Adobe software (Acrobat, InDesign)
• 2 years – MS Suite (Excel, ppt)

Soft Skills

• Excellent Problem Solving
• Presentation, verbal and written communication skills
• Strong Verbal and Written Communication
• Time Management