Administrative Assistant

Job Description

Job Description

Administrative Assistant

Clearance Level: Must be able to willing to obtain an Active Secret Clearance - Must be US Citizen to be considered

Location: Must be within 100 miles from Lexington, MA

At Aquila Technology, you will see our team's passion every day, whether we are building a robust, policy-compliant IT system or stress-testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

About the Role:

Aquila Technology is seeking a Administrative Assistant to join our team in supporting one of the country's premier defense research organizations. The ideal candidate will be a mature, personable, and responsible contributor for a dynamic group of offices. The Administrative Assistant must be able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. The Administrative Assistant must be able to work effectively with a broad range of levels both within and outside the organization. As well as must be able to work independently and take initiative, while also collaborating effectively with peers and following direction from leaders. The Administrative Assistant should have outstanding written, oral communication and organization skills are essential. This position requires handling of classified material.

Job Description:

Primary responsibility will be to help ensure smooth coordination and management of all administrative activities for highly dynamic offices. This will include managing training requirements, supporting onboarding and offboarding of new employees, coordinating meeting arrangements, standardizing and organizing 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, entering timesheets, filing both paper and electronic information, and processing a variety of organizational forms.

Must Have

• 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 Meeting Management Skills
• Detail-oriented
• Strong Verbal and Written Communication
• Time Management
• 5 years Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook)

Nice to Have

• Degree Level:Bachelor's Degree
• Clearance Level: Currently holds a Secret Clearance (OR a higher clearance)
• DoD Experience
• Systems
• SAP/ERP
  Requirements:
  
• High school diploma, GED or equivalent is required, post high school education preferred
• A minimum of 5 years of progressively responsible administrative experience
• Outstanding organizational skills with demonstrated ability to plan, prioritize, and perform multiple tasks seamlessly and with excellent attention to detail
• Proactive and independent approach to problem solving and decision making
• Effective ability to work both independently and as a team player on both short-term and longer-term tasks
• Highly effective communication skills
• Ability to meet deadlines in a fast-paced environment, including quick and efficient responses to emails and phone calls
• Strong interpersonal skills with the ability to build relationships across all levels of the organization
• Extensive experience with PC operation and Microsoft Office suite is required.
• Ability to handle confidential information with discretion
• 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

Preferred Skill:

• Experience with SAP/SRM and electronic document management systems is preferred (on-site training is provided)

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, Eligible full-time team members who have completed a minimum of six (6) months of employment may apply for tuition reimbursement for approved, job-related courses taken through an accredited college or university. Team members must achieve a grade of “B” or better to qualify for reimbursement.Aquila will reimburse up to $5,000 per fiscal year for tuition expenses only. Expenses related to training programs, certifications, books, materials, meals, transportation, or other non-tuition costs are not eligible under the Tuition Reimbursement Program. All tuition reimbursement requests must be submitted to and approved by the team member's Manager prior to course registration. Reimbursement will be issued upon successful course completion and submission of final grades and proof of payment.

401K with Fidelity - Eligible to participate following 90 days of employment. Company match on employee contribution:

• $1/$1 up to 3%, then .50 cents / $1 for 4th and 5th %s
• Fully vested from day one
• Company match does not apply to catch-up contribution

Cell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses. Aquila Technology will reimburse team members who work from home ONLY for cell phone/mobile device fees for work-related communications and/or operations each month. Employees eligible for this benefit must work remote 2 days a week or more to qualify.

Buy Your Own Device (BYOD) - Team members are eligible for reimbursement of up to $1,500 every three (3) years for the purchase of electronic equipment used to access corporate services. To qualify for this benefit, employees must have completed a minimum of six (6) months of employment and must agree to and sign the Device Minimum Configuration Form prior to reimbursement. Electronic devices eligible under the Buy Your Own Device (BYOD) program are limited to cell phones, laptops, and tablets.

Clearance Level: Interim clearance sufficient to start - Must be US Citizen
Work Location: Candidate will be required to work onsite 5 days/wk - Must be within 100 miles from Lexington, MA
Interview Process: Initial phone or zoom. If candidate advances, can expect an onsite interview.

We are an Equal Opportunity Employer