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Administrative Assistant

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Aquila Technology

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Location:
United States , Lexington

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

Aquila is seeking an Administrative Assistant to join our team in supporting one of the country’s premier defense research organizations.

Job Responsibility:

  • Helping to ensure smooth coordination and management of all administrative activities for a highly dynamic office
  • Managing team training requirements
  • Supporting onboarding and off-boarding of new employees
  • Coordinating meeting arrangements
  • Standardizing and organizing team processes
  • 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
  • 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
  • Processing a variety of organization forms.

Requirements:

  • Must be a U.S Citizen
  • Must be able to obtain an Active Secret Clearance (Green Cards / Visas do not qualify)
  • Willingness to undergo a comprehensive background investigation and maintain a personal security clearance
  • Must be within 100 miles of worksite (Lexington, MA)
  • 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
  • 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 – Soft Skills
  • Detail-oriented
  • Strong Verbal and Written Communication
  • Time Management
  • 5 years – Software Tools
  • 5 years – Microsoft Office Suite (Word, Excel, PowerPoint, Visio, Outlook)
  • 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
  • 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
  • Candidates can expect to work onsite 5 days/wk.

Nice to have:

  • Degree Level: Bachelor’s Degree
  • Currently holds a Secret Clearance (OR a higher clearance)
  • DoD Experience
  • Systems
  • SAP/ERP
  • Experience with SAP/SRM and electronic document management systems is preferred.
What we offer:
  • 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.

Additional Information:

Job Posted:
February 13, 2026

Employment Type:
Fulltime
Work Type:
On-site work
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