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Department Summary:

MITRE’s Cyber Solutions Innovation Center (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. Come and support a dynamic organization that fosters a culture of innovation, collaboration, and continuous learning.

Roles and 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 Managing 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 either the Corporation or with external organizations.
• Organize with face-to-face and virtual meetings and events, to include planning, invitations, protocol for VIP visitors and coordinate services for events (AV, catering, security, etc.). Assess and improve processes, as needed.
• Set up meetings with senior government staff (i.e., SES, Flag Officers) including coordinating visit requests.
• Maintain cognizance of location of staff; respond to phone calls about schedules and whereabouts, coordinate the communication with the staff when there is critical or important need.
• Manage travel arrangements for Managing 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.
• 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.
• Arrange for purchasing of office supplies.
• Answer phones professionally and forward messages as appropriate. Handle, sort and prioritize incoming mail.
• Update and keep current correspondence logs and addresses/contact files; maintain current information on key personnel.
• Maintain/submit organizational inputs for corporate Intranet (SharePoint and TEAMs). Ensure accuracy and timeliness of data.
• Maintain awareness of Corporate and Center-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.

Minimum 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.
• 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.

Preferred Qualifications:

• Secret Clearance
• Bachelor's degree
• Previous experience in a technical oriented organization

This requisition requires the candidate to have a minimum of the following clearance(s):

This requisition requires the hired candidate to have or obtain, within one year from the date of hire, the following clearance(s):

Work Location Type:

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