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Administrative Assistant IV

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Date: Oct 22, 2021

Location:

Lexington, MA, US

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Company:
MIT Lincoln Laboratory

Our Client Services Team is the Laboratory's primary point of contact for enterprise IT services and support. This team consists of ISD Service Centers in B-158 and 3 Forbes Road; a remote Service Desk and SAP Support, Field Services, and Hardware Repair Groups. The Audiovisual Services Group provides support for events, webinars, conferences, and video teleconferences, video recording and streaming, conference room installation services, and maintenance of the audiovisual infrastructure.

Job Description

Client Services seeks a reliable and resourceful professional for an administrative assistant position in a busy and dynamic group. The candidate will work under the guidance of the Business Systems Analysis & Service Reporting Team Lead to provide administrative support to ensure efficient operation of Client Services and provide support to other ISD groups. This includes the procurement of office supplies and coordinating the shipment of computer systems and associated peripherals to local and remote locations. Responsible for the processing of time sensitive requests and material. Familiar with ITIL v4 concepts and practices. Impeccable communication skills, both written and oral. Performance that ensures all requests and all Administrative Assistant duties are completed accurately, timely, and with high quality. Organizes and schedules meetings and appointments as necessary. Prepares regularly scheduled reports and vendor engagements. Provides information surrounding the general use of mobile phones and tablets and associated Wireless service provider plans. Prepares and monitors shopping carts, purchase orders, shipping/receiving tracking, and invoices. Maintains, monitors, and replenishes cold stock inventory. Continues to explore and remain current on widely utilized applications such as Microsoft 365, SharePoint, Teams, Zoom, etc. Experience with ESM ticketing platforms, such as ServiceNow preferred, and the ability to fulfill requests and adapt to process changes.

Requirements

• High School graduate, with at least 2.5 years of directly related administrative experience. Post high-school education will count toward experience.


• Strong organizational skills, ability to handle multiple concurrent tasks, display excellent follow-up skills, and ability to work successfully in a fast-paced, performance-driven environment.


• Demonstrated proficiency in Microsoft 365 suite of products (including Teams, Outlook, Word, PowerPoint and Excel), as well as excellent computer skills.


• Must have the ability to compose and format electronic documents.


• Excellent written and verbal communication skills with attention to details.


• Must be able to work independently, as well as effectively in a team environment, set priorities, and handle multiple tasks.


• Ability to obtain and maintain a Secret clearance is required.

Additional Preferences

• Experience with SAP/SRM


• Familiar with ITIL v4 concepts and practices


• Experience with Team, Zoom, SharePoint


• ServiceNow ESM ticketing platform

For Benefits Information, click http://hrweb.mit.edu/benefits

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.

To safeguard our health and well-being, MIT Lincoln Laboratory requires COVID-19 vaccination for all employees. Individuals may request exemption from the vaccine requirement for medical or religious reason.

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: 35649

Nearest Major Market: Boston




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