The MITRE Corporation Division Administrative Assistance to N120 Managing Director in Bedford, Massachusetts
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MITRE’s Air Operations Division seeks a Lead Office Administrator to serve as primary administrative support to the Managing Director and be part of the the Responsive Operational Planning (ROP) Department’s administrator team, joining the MITRE team that is primarily based in Bedford, MA. This is an excellent opportunity for someone to be an integral part of the division team and help shape division practices, coordinate activities working closely with department managers and admins within each department.
Key Functions: The successful candidate will be responsible for administrative duties to the Managing Director, Department Manager and the leadership team and the staff of the Division. The candidate will interact with MITRE Directors, Corporate Officers, other senior administrative staff and senior customers and establish and maintain strong working relationship with their office staff and administrative assistants.
Anticipate, analyze, and proactively react to changes in priorities and tasks. Demonstrate proactive initiative, creativity and follow-through on a broad range of administrative actions
Maintain/manage the Managing Director’s daily schedule, which requires the ability to prioritize requirements and demands.
Plan and organize meetings, conferences, and luncheons, both on and off-site, to include coordinating services (facility reservation, audio/visual, catering, security, etc.).
Coordinate with support staff at other MITRE sites when these events are hosted there.
Track action items and suspense dates for corporate, center and division matters.
Respond to administrative actions and data queries in a timely manner and within identified deadlines.
Assemble background materials for meetings and briefings, assist in compiling, posting and electronically organizing such information as necessary.
Maintain division knowledge management resources
Perform a variety of administrative tasks: preparation of correspondence (HR forms, documents, reports, monthly project status reports and briefings) according to MITRE standards.
Coordinate Division and ROP department hiring activities with the Director and ROP department team, respectively and with HR partners, including scheduling external, internal, and intern candidate interviews and caucuses for candidates.
Improve and maintain Division and Department (for ROP Department) Team sites, e.g., post briefings, announcements, news, etc.,
Format, edit and proofread materials to ensure high quality for MITRE reports, memos, letters, and briefings, post final products to MITRE Product Library
Monitor, track and remind Division and ROP Department staff members ensure various compliances are met (e.g.,software patches, training)
Demonstrate initiative in recognizing and solving issues before they become crises
Understand/learn and apply corporate policies and processes
Purchasing support for Division: Keep record of division and department overhead spending records for office supplies, and meeting expenses
Organize outgoing correspondence for distribution; maintain department letters and memos (number tracking system) and files.
Make travel arrangements and process travel claims.
Initiate and update the submission of security clearances, visit requests/certs, and related files in support of MITRE senior staff activities.
Answer and screen telephone calls, respond to routine questions, route calls to appropriate staff and/or relay messages.
Fulfill the role of Timecard Coordinator for selected groups, which includes bi-weekly submission and daily monitoring for timecard compliance.
Arrange for office moves, manage division property and perform audit tracking.
Take meeting notes and document action items from internal meetings.
Exercise discretion regarding sensitive information at all levels both internally/externally
2 - 4 years of related experience with a High School Diploma or equivalent in education, or 2 years’ experience and an Associates’ degree, or equivalent combination of education and related work experience. .
Applicants selected for this position will be subject to a government security investigation and must meet eligibility requirements for access to classified information or applicants who are eligible for security clearances
Proficiency with the Microsoft Office Suite (Word, PowerPoint, Excel), Teams and SharePoint. Must have the ability to quickly learn internal software tools.
The ability to lead other administrative assistants.
Possess exceptional interpersonal, communication and organizational skills, attention to details and accuracy required. Has a high degree of professionalism, confidence, and tact in interacting with Government sponsors, corporate executives, MITRE staff members and administrative colleagues across MITRE, Government contractors and future MITRE employees (candidates).
Possess aptitude to learn new processes and technologies to effectively perform administrative functions
The ability to compose routine written communications including division announcements or internal correspondences is essential; possess excellent grammar and strong writing/editing and proofreading skills
Ability to manage on-line content.
Ability to obtain and maintain a US Secret security clearance.
This requisition requires the following clearance(s):
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