Administrative Assistant

Administrative Assistant

Clearance: Authorized to Work in the US

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 is seeking a Administrative Assistant to join our team in supporting one of the country's premier defense research organizations. The Administrative Assistant will m anage and maintain the executive team's schedule, ensuring efficient time management. 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. As well as h andle sensitive and confidential information with discretion.

There are a few requirements for the position:

• Must be a U.S Citizen- Authorized to Work in the US - Must have anActive 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 from Lexington, Massachusetts.

Responsibilities: Include but not limited to

• Prioritization, coordination, implementation, and follow through of all administrative workflow within the group to include: 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.
• Provide phone and on-site coverage to the teams office.
• Provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements.
• Coordinate service needs for office equipment and maintain inventory of office supplies.
• Strive to create a positive and productive work environment and utilizing self-initiative, create efficiencies of processes and enhanced communications.

Required Skills:

• Previous experience as an executive admin supporting leadership positions
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Advanced Outlook and calendaring skills required
• Advanced PowerPoint skills required.
• 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 with discretion.
• Experience in preparing reports, presentations, and tracking action items.
• Strong problem-solving skills with the ability to work independently.

Must Have

Admin Experience:

• 8 years - Administrative support experience
• 8 years - experience with calendar management
• 8 years -Familiarity w/Conference deliverables
• 8 years - Filing
• 8 years - Meeting Management Skills
• 8 years - Soft Skills
• Strong Verbal and Written Communication
• Time Management

Software Experience:

• 5 years - Adobe software (Acrobat, InDesign)

Software Tools Experience:

• 8 years - Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook)

Nice to Have
Bachelor's Degree

Our interview process is designed to let you get to know us as much as for us to get to know you!

You'll meet with someone from our Recruiting team so we can learn more about you and answer some of your questions.
You'll meet with the Hiring Manager to learn more about the team, and the role, and get to tell us more about what you'd bring to the team
You'll meet team members who will be your peers to help you get a feel for a "real day in the life" at Self.
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, job-related tuition, certification, or professional conferences
• 401K with Fidelity 100% immediate vesting; Plan eligibility begins 90 days following the date of hire. Aquila matches 50 cents on the dollar, up to 6%.
• Cell Phone & Internet Reimbursed up to $150 monthly to cover cell phone, data, and home internet expenses.
• Buy Your Own Device (BYOD) Allowance Reimbursed up to $1500 for the purchase of a qualified technology device. Eligible after 90 days of employment, and benefit renews every three years.

Candidates will work onsite 3-4 days/wk (minimum of 3 days but could be 4).

Initial contract duration is 6 months with a possibility of extension based on workload.

Interim clearance is sufficient to start

We are an Equal Opportunity Employer