Group Administrative Asst

The Artificial Intelligence (AI) Technology Group develops fundamental, cross-cutting and enabling AI technologies to solve complex challenges facing the nation and the world. In close collaboration with the academic community, especially MIT, our research team is working to define and advance the frontier in the areas of low-resource AI; safe, robust and trustworthy AI; and collaborative autonomy. We apply these technologies to applications in such areas as autonomous vehicles, humanitarian action, health informatics, biotechnology, counter-terrorism, counter-human-trafficking, logistics, and safety.

Our research team includes many of the Laboratory's top AI experts from across various lab mission areas with expertise in deep learning architectures, adversarial learning, probabilistic programming, reinforcement learning, network science, statistical inference, multi-modal data fusion and autonomous systems. We provide a vibrant collaborative research environment with close ties to academia and sponsors with critical mission needs.

Job Description

We are seeking an Administrative Assistant to join the Group. The candidate should be team oriented and possess strong communication skills. The ideal candidate will be a professional and engaged contributor who is able to work both cooperatively and independently, set priorities, and manage multiple concurrent tasks accurately and reliably. Some prior experience with automated business processes is preferred. Strong organizational and proactive problem-solving skills are also required. The successful candidate must be able to work with a broad range of personality types across all levels both within and outside the organization. Ability to demonstrate highly effective written and oral communication skills are essential, as are accuracy and attention to detail. Extensive experience with the Microsoft Office suite is required.

The successful candidate will play a key role in supporting the daily operations of the Group and assist in a variety of daily administrative support tasks. These include preparing and processing administrative web-based forms, maintaining electronic calendars, ordering materials and supplies, and coordinating meetings. The candidate will enter and track shopping carts, weekly/hourly timesheets, ship order requests, and respond to various purchasing related inquiries. He/she will prepare/edit/coordinate technical material, process items for release review, maintain and create databases, coordinate travel arrangements to include processing expense reports and sending security clearances, handle classified material, and support special projects as required. The candidate will set up and coordinate internal and external meetings including ordering catering and registering visitors and will have regular interactions with Laboratory personnel, sponsors, and MIT staff.

In performing these tasks, the candidate will work closely with the Group 01 Group Office, including the Group's current Administrative Assistant, and with the Technology Office and its administrative and financial staff. The successful candidate will also provide back-up support for the Chief Technology Officer and other staff within the Technology Office, on an as-needed basis. Work hours for this position are 8:30 am - 5:00 pm Monday through Friday. The expectation is that this role is predominantly in-person/in-office with some flexibility to accommodate the needs of the role.

* High school diploma or equivalent is required, post high school education is preferred

* At least 3 years of directly related experience is required; post high school education will count toward work experience

* Proficiency with Microsoft Office (Word, Excel, PowerPoint) is required

* Must be able to demonstrate effective administrative skills, attention to detail, organization skills, and be able to prioritize multiple complex tasks.

* Highly effective written and verbal communication skills

* Ability to handle private information with discretion

* Ability to obtain and maintain a DoD Security Clearance is required

* Familiarity with SAP is preferred

* Familiarity with electronic document management systems is preferred.

* Familiarity with automated business processes for purchasing, travel, information management, and human resources is preferred