Security Admin or Administrative Assistant

Administrative Assistant

hackajob is collaborating with Aquila Technology to connect them with exceptional tech professionals for this role.

Must be able to obtain an Active Secret Clearance. Must be US Citizen.

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 an Administrative Assistant to join our team in supporting one of the country’s premier defense research organizations. The Administrative Assistant will be responsible for enhancing the productivity and effectiveness of the group/organization. This position provides high‑level administrative and operational support. The Administrative Assistant plays a vital role in maintaining the efficiency and organization of the team's operations, supporting the overall goals of the office and the organization's functional area.

• 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 (Aquila would sponsor you for the security clearance).
• Must be within 100 miles of worksite (Lexington, MA)

The Security Administrator will provide comprehensive support to ensure the efficient operation of the office. This position will be staffing the front desk of a specific group. The Administrator provides information by answering questions and requests (from walk‑ins, appointments, email, phone etc.), transcribes notes, researches and creates presentations, and generates reports. This role supports managers and employees through a variety of tasks related to organization and communication.

Responsible for handling confidential and time‑sensitive material, ensuring that all duties are completed accurately, delivered with high quality, and in a timely manner. Produces and distributes correspondence, memos, letters, faxes, and forms, and assists in the preparation of regularly scheduled reports.

Additionally, the role involves developing and maintaining a filing system, submitting and reconciling expense reports, and providing general support to visitors. The role requires handling multiple projects, preparing and monitoring invoices.

To ensure the smooth operation of office functions, the Security Administrator evaluates new equipment and techniques and maintains the supplies inventory by checking stock levels, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies. This role is crucial in maintaining the efficiency and organization of the office environment.

Security is a critical aspect of this role. The Security Administrator must adhere to best practices for protecting sensitive information, including Personally Identifiable Information (PII), using secure communication protocols, ensuring proper access control, and maintaining the confidentiality of all materials handled. This vigilance helps safeguard the integrity and security of the organization's operations.

• 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
• Handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
• Prioritize, coordinate, implement, 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, schedule/coordinate travel, candidate interviews, distinguished visits, meetings, conferences, seminars, etc.
• Provide phone answering and directing…