Job Description

Administrative Assistant

Clearance Level: Must have an Active Secret Clearance to be considered - US Citizenship is a requirement to apply

Location: Must live within 100 miles of Lexington, MA to be considered

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 Technology is seeking a Administrative Assistant to join its team in support of one of the nation's premier defense research organizations. This Admin Assistant will be supporting a team that handles the procurement and record keeping for mobile devices used by organizations staff. The team is in need of an administrative assistant to help with ordering new mobile devices and resolving tickets related to mobile lines of service.

Must Have

• Degree Level: Associates Degree
• Strong Verbal and Written Communication
• Time Management
• 2 years Data Analysis
• 2 years - Databases (relational and non-relational forms)
• 3 years - Apple Product Lines
• 3 years - MS Suite (Excel, ppt)
• 2 years - Advanced Excel skills (VLOOKUPs and Pivot Tables/Charts)

Nice to Have

• Certifications or training classes related to Microsoft Office products
• Degree Level: Bachelor's Degree
• 1 years - Familiarity with ticket workflows or automations
• Adobe software (Acrobat, InDesign)
• 1 years - ServiceNow

Responsibilities include but are not limited to:

• Processing mobile device procurement orders and services requested via the ServiceNow ticketing platform.
• Updating records of employees or mobile lines of service in associated databases.
• Completing the required paperwork to ship material goods to remote organization staff or new hire candidates.
• Assisting in the porting of mobile lines of service between service carriers.
• Analyzing and resolving mobile device financial error reports.
• Creating, analyzing, and resolving mobile device compliance reports.
• Developing well-written instructional knowledge base articles.
• Generating ad hoc reports, conducting data analysis, and resolving issues.
• Completing minor projects.
• Clearly, accurately, and frequently communicating with customers of all education levels regarding requests.

Required Skills:

• Advanced Excel skills, including the ability to perform VLOOKUPs and create pivot tables/charts.
• A reasonable understanding of Apple product lines and how mobile devices function.
• Strong interpersonal and communication skills to effectively work directly with customers, support staff, and vendors, addressing their needs, managing expectations, and fostering positive relationships.

Preferred Skills:

• 5-10 years of experience in a customer service-related role, demonstrating ownership and resolution of complex customer issues.
• Experience with ServiceNow or similar service ticket platforms.
• Willingness to learn without prior technical knowledge is acceptable.
• Candidates with prior administrative support experience within the military have shown success in this role.
• Certifications or training classes related to Microsoft Office products.
• Familiarity with ticket workflows or automations.

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) months of 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 Reimbursed up 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.

Clearance Level: Must have an Active Secret Clearance to be considered - Must be US Citizen
Work Location: This position is HYBRID and requires 1-2 days per week onsite presence in Lexington, MA. During special projects, there may be an increased onsite requirement, up to 20 days per month. Candidates should be local to MA/NH/RI. Final schedule will be determined by the hiring manager.
Interview Process: The first-round interview will be a Zoom meeting with the team lead. The second round will be a Zoom interview with additional team members as needed.

We are an Equal Opportunity Employer