Administrative Assistant

Administrative Assistant

Location: This position is ONSITE. 4 days a week. MUST live within 100 miles of Lexington, MA.

Clearance Level: Must have an Active TS/SCI Secret Clearance- Must Be US Citizen to apply

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.

Aquila Technology is seeking a Administrative Assistant t o join our team in supporting one of the country's premier defense research organizations. The Security Administrator provides support to ensure the operation of Hub-C. This role staffs the front desk and is responsible for managing the daily flow of personnel, visitors, and materials in and out of the space. The position provides real-time responsiveness by handling walk-ins, scheduled visits, calls, and coordination requests while maintaining a professional and controlled environment.

The position handles sensitive and time-critical information, requiring discretion, attention to detail, and adherence to security protocols, including protection of classified information and PII. This role operates in both steady-state and surge environment. While there are natural lulls in front desk traffic, that time is used for process upkeep, documentation, and continuous improvement to maintain inspection readiness.

Must Have

• Clearance Level: Currently holds a Top Secret/SCI clearance
• 2 years - Experience with calendar management
• 2 years - Filing
• 2 years - Meeting Management Skills
• 2 years - Experience generating reports and analyzing data
• 2 years - Adobe software (Acrobat, InDesign)
• 2 years - MS Suite (Excel, ppt)

Soft Skills

• Excellent Problem Solving
• Presentation, verbal and written communication skills
• Strong customer service skills and communication
• Strong Verbal and Written Communication
• Time Management

Nice to Have

• Degree Level: Bachelor's Degree

Key responsibilities:

• Coordinate and schedule meetings, briefings, and conference calls with internal and external stakeholders
• Supports leadership through coordination of visitor activity, workspace utilization, and daily operational updates.
• Prepare meeting agendas, take detailed minutes, and track action items for follow-up
• Handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
• Responsibilities will involve the prioritization, coordination, implementation, and follow-through of all administrative workflow within the group, including 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
• Will provide phone (answering and directing phone calls) and on-site coverage
• maintaining contact lists
• -Maintains workspace readiness through supply management, room setup, and daily open/close procedures.
• Will provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements
• Maintains logs, trackers, and documentation required for audits and inspections, ensuring all records are accurate, current, and aligned with security standards.
• Will coordinate service needs for office equipment and maintain inventory of office supplies
• Will strive to create a positive and productive work environment and, utilizing self-initiative, create efficiencies of processes and enhanced communications

Required skills: -2-4 years experience

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Advanced Outlook and calendaring skills
• Advanced PowerPoint skills
• 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, including Personally Identifiable Information (PII), with discretion
• Experience in preparing reports, presentations, and tracking action items
• Strong problem-solving skills with the ability to work independently

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 ofsix (6) monthsof 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 Reimbursedup 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.

Work Location: Onsite 100% due to nature of the role, 5 days/wk

Clearance Level: A contingent worker with an active TS/SCI eligibility is required to immediately integrate into the space, maintain continuity of operations, and uphold security standards without delay.
Contract Position: Position will be 6-9 months in duration to cover a leave.

We are an Equal Opportunity Employer.