Administrative Assistant, Lead (Non-Exempt)

About the role

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. This is an excellent opportunity to provide advanced, diversified, and proactive administrative support of substantial and confidential nature to the Division Director and division staff.

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.
• Proactively track Division deadlines, as required.
• 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.
• Coordinate 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.
• Ensuring staff complete mandatory training modules: Security, Ethics & Timecard, etc.
• Tracking and facilitating timecard (TRS), computer (DTS), office moves, etc. compliance.

Requirements

• 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.

Pay

Salary compensation range and midpoint: $73,600 - $92,000 - $110,400 Annual

Schedule

Annual Work Location Type: Hybrid

Benefits

Competitive benefits, exceptional professional development opportunities for career growth, and a culture of innovation that embraces adaptability, collaboration, technical excellence, and people in partnership.