Administrative Assistant

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Department Summary:

The Integrated Benefits Division (P860) is seeking an experienced Administrative Assistant with the highest level of personal and professional standards to join our McLean office operations team. This position serves two core functions: facilitating the efficient and proactive execution of a broad range of division-level administrative functions and supporting the IB Division Director and Department Managers in leading the organization. This is an excellent opportunity for an administrative professional to learn the business, interact with senior-level customers, work closely with MITRE management and staff, Directors and Corporate Officers, and build strong working relationships with their operations staff and Administrative Assistants.

Job Description:

Key Functions:

• Plan, coordinate, and support a variety of division- and department-level meetings. Duties will include preparing agendas and presentations, posting read-ahead materials, arranging various types of meeting venues, completing catering orders, arranging audio-visual (CAVS) and facility requirements, providing set-up assistance for Teams Meeting or VTCs, and organizing the content for these structured meetings for future use and historical purposes.
• Develop and maintain excellent working relationships with other CGEM administrators. Assess and improve administrative processes as needed. Maintain state-of-the-art knowledge of MITRE’s administrative support systems, policies and processes. This requires engagement in corporately supported productivity and collaboration capabilities.
• Maintain calendar of division- and department-level events as well as the ad hoc scheduling of the Director and Department Heads, which entails the ability to prioritize and coordinate many requirements and resolve conflicts. Act as a delegate in the absence of other administrators to ensure smooth operation and continued support to other managers and employees.
• Manage and maintain all division confidential files, records, organization charts, and significant event rosters.
• Support the work of the P860 to coordinate office space and facilitate programs to build community, by facilitating meetings and follow-up actions. Facilitate implementation and monitoring of evolving Flexible Work Model policies, such as tracking and updating WUCAs, implementing “neighborhood” plans, and so on.
• Coordinate the major (non-local) travel arrangements of the Director, Department Heads, and Outcome Leads and prepare all the expense vouchers.
• Assist with the management, updating and maintenance of content for the P860 websites. This includes adding/consolidating pages as needed, content updates, division news and events and business calendar, organizing and updating document repositories.
• Assist the division-level management team with onboarding for our new hires. This includes maintaining the new hire brochure, ensuring pertinent information is disseminated in our welcome packets, resolving issues and ensuring a positive new hire onboarding experience.
• Manage, monitor, and track training records, including obtaining Project Leader approvals, completing all internal and external course registrations, and tracking course attendance.
• Fulfill the role of Timecard Coordinator for division-level staff, which includes bi-weekly submissions and monitoring for daily timecard compliance. Review weekly division wide compliance reports and provide the statistics to all the managers.
• Manage other division-level reports to include the following: Tech Stature freshness reports; all Corporate and other security training compliance reports; and other corporate requests.
• Serve as the point of contact for the division wide property audits, as well as be responsible as the Desk Top Steward to ensure we are within compliance with our systems.
• Order division office supplies. Hold MITRE Corporate Purchasing Card and reconcile charges on a monthly basis.

Basic Qualifications:

• Typically requires a minimum of 4 - 6 years of related experience with a High School Diploma or equivalent in education, or 3 years’ experience with an Associate degree, or 2 years’ experience with a Bachelor’s degree, or equivalent combination of education and related work experience

• Superb attention to detail and excellent written, communication and interpersonal skills with demonstrated accuracy and follow through on a broad range of administrative tasks.
• Demonstrated ability to effectively prioritize work under tight deadlines and demonstrate analytical and problem-solving skills.
• Demonstrated ability to build strong external and internal networks and highly effective relationships with business leaders, sponsors, and colleagues.
• Demonstrated ability to proactively anticipate the short and long-term support needs of the Director and collaborate effectively with their colleagues at every level of the organization.
• Strong self-organization and time management skills, with considerable emphasis on self-initiation and independent decision making. Ability to effectively manage multiple tasks simultaneously with minimum supervision.

• Experience and advanced knowledge of MS Office Programs including OneNote, Excel, SharePoint, Teams, and PowerPoint. Ability to produce executive level recommendations and presentations. Salesforce experience is a plus.
• Competence in the latest mobile, desktop, and VTC technologies and willingness to learn new technologies and processes quickly.
• Must demonstrate a high level of poise, tact, professionalism, and diplomacy in dealing with highly sensitive information.
• This position requires a minimum of 4 days a week on-site

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):

None

Work Location Type:

Onsite

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