Administrative Assistant Position Available In Middlesex, Massachusetts

Administrative Assistant

Job Title:

Administrative Assistant – JP00001771

Duration:

3+ years

Client:

Defense Research Lab

Location:

Lexington, MA

Description:

Provides administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Answers and directs phone calls. Organizes and schedules meetings and appointments. Maintains contact lists. Produces and distributes correspondence memos, letters, faxes, and forms. Assists in the preparation of regularly scheduled reports. Develops and maintains a filing system. Books travel arrangements. Submits and reconciles expense reports. Provides general support to visitors. Provides information by answering questions and requests. Takes dictation. Researches and creates presentations. Generates reports. Handles multiple projects. Prepares and monitors invoices. Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities. Ensures operation of equipment by completing pr eventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Other information relevant to the job requirement?
Primary responsibility will be to help ensure smooth coordination and management of all administrative activities for a highly dynamic office. This will include managing Group training requirements, supporting onboarding and offboarding of new employees, coordinating meeting arrangements, standardizing, and organizing Group processes, and supporting various special projects as needed. Demonstrates strong calendar management skills, including not only scheduling meetings and appointments, but also 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 Laboratory forms.
The candidate must be able to set priorities and manage multiple concurrent tasks. Must be able to work effectively with a broad range of levels both within and outside the organization. Must be able to work independently and take initiative, while also collaborating effectively with peers and following direction from leaders. Outstanding written and oral communication skills are essential. Extensive experience with Microsoft Office suite is required.
Position requires handling of classified material.

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.
Candidate can expect to work onsite 5 days/wk.

Preferred Skill:

Experience with SAP/SRM and electronic document management systems is preferred.
Interim clearance is acceptable to start.
Employers have access to artificial intelligence language tools (“AI”) that help generate and enhance job descriptions and AI may have been used to create this description. The position description has been reviewed for accuracy and Dice believes it to correctly reflect the job opportunity.
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Dice Id:

10123373

Position Id:

JP00001771