Senior Administrative Assistant

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Department Summary :

MITRE’s Cyber Resiliency Department (L) seeks a Sr. Administrative Assistant who is a motivated and creative individual with a high sense of accountability to join our Bedford office.

This is an excellent opportunity to provide advanced, diversified, and proactive administrative support of substantial and confidential nature to the Department Manager and Department Staff.

Come and support a dynamic organization that fosters a culture of innovation, collaboration, and continuous learning.

Roles and Responsibilities :

Anticipate, analyze and proactively react to changes in priorities and tasks; apply strong self-organization and management, communication skills, and demonstrate proactive initiative and follow-through on a broad range of administrative actions.

Proactively track Department deadlines, as required.

• Maintain Department Managers 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.).
• Set up meetings with senior government staff 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 Department Manager and staff 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 presentations and / or decision-making purposes.
• Arrange for purchasing of office supplies.
• Maintain / submit organizational inputs for corporate Intranet (SharePoint and TEAMs). Ensure accuracy and timeliness of data.
• 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.
• Assist in the intern / standard recruitment process, setting up interview times with a panel and providing feedback as needed.

Basic Qualifications :

• High School Diploma, and 2-4 years of related experience or equivalent in education, or 2 years’ experience with an Associate's degree, or equivalent combination of related work experience and education.
• 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 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.
• This position requires a minimum of 4 days a week on-site.

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) :

None

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

Secret

Work Location Type : Hybrid

Hybrid

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