Administrative Assistant, Lead (Non-Exempt)

Department Summary

The MITRE’s Cyber Engineering Division (L520) seeks a Division Administration Assistant who is a motivated and creative individual with a high sense of accountability to join our McLean office.

Roles & Responsibilities

• Develop a strong sense of ongoing activities and the interdependencies among assignments, meetings, and products.
• Anticipate, analyze and proactively react to changes in priorities and tasks; apply strong self-organization and management, and demonstrate proactive initiative and follow-through on a broad range of administrative actions.
• Maintain Division Director calendar, including the placement of meetings, proposing/posting of meetings via Outlook, coordination with others who desire to establish a meeting, prioritizing meetings, and represent the staff in establishing a meeting across the Corporation or with external organizations.
• Manage travel arrangements for Division Director to include general travel, security forms, coordination with the visiting location, and alternative arrangements when the plan changes.
• Generate reimbursement documents in a timely manner, upon trip completion.
• Cook up administrative tasks among the division’s administration team, as needed.
• Planning, coordinating, and supporting a variety of meetings, presentations, and employee engagement events, including arranging for venue, catering, clearance validating, duplication of materials, audio-visual needs, etc.
• Attending meetings and recording notes and actions as needed.
• Scheduling interviews, arranging parking, and escorting visitors.
• Maintain cognizance of location of staff; respond to inquiries about schedules and whereabouts, coordinate the communication with the staff when there is critical or important need.
• Compose correspondence, develop, review, and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
• General office management responsibilities, such as ordering supplies, processing purchase orders or requisitions, monitoring budgets, etc.
• Maintain/submit organizational inputs for corporate Intranet (SharePoint and Teams). Ensure accuracy and timeliness of data.
• Maintain awareness of Corporate and Sector-specific administrative, security and personnel policies and procedures and work in a collaborate team atmosphere.
• Provide mentoring and training on administrative items, share current practices and new policies, hold regularly scheduled admin meetings.
• Performing sensitive administrative tasks and using discretion in handling personnel matters.
• Tracking and facilitating timecard (TRS), computer (DTS), office moves, etc. compliance.

Basic Qualifications

• High School Diploma, and 4-6 years of related experience or equivalent in education, or 3 years’ experience with an Associate degree, or 2 years’ experience with a bachelor’s degree.
• Active Secret clearance, or able to obtain one.
• Previous experience working with senior executives.

Preferred Qualifications

• Secret Clearance.
• Previous experience in a technical oriented organization.
• Excellent organizational skills, interpersonal skills, and strong communications skills.
• Demonstrated ability to successfully multi-task.
• Ability to work effectively as a team player under time and work constraints with minimal supervision and tactfully with all levels of management.
• Advanced proficiency in office tools (i.e., MS Word, PowerPoint, Excel, Outlook, Teams, Adobe Acrobat, etc.).
• Experienced with calendar management.
• Experienced with face-to-face and virtual meeting and event planning.
• Flexibility, adaptability, and ability to deal with ambiguous situations.
• Excellent interpersonal skills and ability to support diverse backgrounds.
• Exercise independent judgment consistent with corporate objectives, philosophies, and broad policies.
• Demonstrate superior attention to detail.