Group Administrative Assistant

We are seeking an enthusiastic professional to join Group 33 as a Group Administrative Assistant. The ideal candidate will be a self-starting, professional, and engaging contributor to the Group Office team and be able to work both cooperatively and independently, set priorities, demonstrate strong organizational skills, and manage multiple concurrent tasks accurately and reliably. An ability to work productively with others is essential, as is the ability to work in a fast-paced, dynamic, multi-faceted Group Office. The candidate should be team oriented and possess strong communication skills. The successful candidate will play a crucial role in the daily operations of the group, requiring proactive problem-solving skills to ensure seamless functionality. This position will provide direct administrative support to the Group Leaders with primary responsibilities to manage multiple complex schedules/calendars, coordinate meetings and sponsor visits, and lead logistics surrounding recruitment and onboarding. In addition, this role will include responsibilities that encompass a variety of administrative tasks essential to the group's efficiency, supporting a group of 100+ individuals on site in Lexington as well as our Huntsville and Kwajalein field sites.

The day-to-day responsibilities include a variety of administrative duties such as maintaining Microsoft Outlook calendars for the Group Leaders by coordinating meetings, escorting visitors, requesting site access for foreign visitors, supporting security and audits, processing a variety of Laboratory forms, issuing shopping carts, and facilitating release review. The candidate will use SAP to enter and track purchasing, enter weekly/hourly time reports, ship orders, work order requests, and respond to various purchasing related inquiries. The Group Administrative Assistant will assist staff with domestic and foreign travel arrangements to include processing expense reports, sending security clearances, and handling classified material. The candidate will work with Human Resources and assist with screening, arranging interviews, and processing staff candidates. In performing these tasks, the Administrative Assistant will work closely with Group Leaders, the Group Business Management team, and the Group Office Manager.

This role is predominantly in-person/in-office with flexibility to work from home on an as-needed basis.

• High school graduate or equivalent with 5 years of directly related administrative experience required. Post high-school education will count toward experience.
• High proficiency in SAP, Microsoft Office, Microsoft Outlook, and excellent general computer skills are desired.
• Must possess strong administrative support skills and be able to interact with all levels of Laboratory personnel as well as sponsors, show considerable initiative, and be able to perform tasks with minimal supervision in a fast-paced environment.
• The ability to prioritize, handle multiple concurrent tasks along with a demonstrated record of success working as part of a team, is required.
• Must be able to demonstrate effective written and oral communication skills, interpersonal skills, and organizational skills; appropriate judgment and a conscious approach to work are necessary.