Administrative Assistant, Intermediate

MITRE; Bedford (MA); On-site; USD 51,000 - 76,000; Full time

Job summary

MITRE is seeking an administrative professional to support division leadership and staff in Bedford, MA. This on-site role focuses on calendar management, meeting coordination, and day-to-day office operations, ensuring smooth execution of interviews, events, and documentation.

Qualified candidates bring strong communication, attention to detail, and the ability to multitask in a fast-paced environment. Bachelor's degree preferred, but high school diploma with relevant experience accepted.

Qualifications

• Minimum 1 year of related experience with a High School Diploma or equivalent.
• Strong written and verbal communication skills.
• Experience with calendar management.
• Experience with face-to-face and virtual meeting and event planning.
• Demonstrated attention to detail and ability to multi-task.
• Flexible and adaptable in changing priorities.
• On-site work at least 4 days per week.

Responsibilities

• Coordinate calendars, arrange meetings via Outlook, and represent staff in organizing meetings with internal teams or external organizations.
• Schedule interviews and escort visitors.
• Plan and support meetings, presentations, and employee engagement events.
• Attend meetings and record notes and actions as needed.
• Maintain staff location information and coordinate communications.
• Prepare correspondence, presentations, and related documentation.

Skills

Written & verbal communication

Calendar management

Meeting planning

Attention to detail

Flexibility

Administrative support

Education

High School Diploma or equivalent

Bachelor's degree

Tools

MS Word

PowerPoint

Excel

Outlook

Teams

Adobe Acrobat

Job description

At MITRE, your passion fuels work that impacts our nation and improves lives. This is where your skills strengthen national security, cybersecurity, health, transportation, and citizen services. We’re a nonprofit engineering, applied research, and advanced technology organization working in the public interest. With objectivity and integrity at our core, we lead federally funded research and development centers for U.S. government agencies – collaborating with industry and academia to deliver integrated, high-impact solutions that advance our nation’s health, security, and prosperity. Our people tackle the toughest technical challenges, supported by competitive benefits, meaningful career development, and a culture of innovation, collaboration, and technical excellence. Choose MITRE for a career with purpose — and help shape the future.

Division Mission:

L570’s Mission is to accelerate sponsor outcomes with efficient, trusted AI and autonomy, powered by mission-aligned data foundations. In our Artificial Intelligence and Autonomy Division, MITRE works across government, industry, and academia to address emerging, complex AI and autonomy challenges for the benefit of our nation.

We apply our trusted technical expertise to accelerate the effective and assured application of AI in critical government missions.

Roles & 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 Department deadlines, as required.
• Maintain Department Manager and Department calendars, including the placement of meetings, proposing/posting of meetings via Outlook, coordination with others who desire to establish a meeting, prioritizing meetings, and represent staff in establishing a meeting across the Corporation or with external organizations.
• Coordinate administrative tasks among the division’s administration team, as needed.
• Scheduling interviews and escorting visitors.
• 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.
• Maintain cognizance of location of staff; respond to inquiries about schedules and whereabouts, coordinate 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.
• Serving as the Departments’ timecard administrator.
• Tracking and facilitating timecard (TRS), computer (DTS), office moves, etc. compliance.

Basic Qualifications:

• Typically requires a minimum of 1 year of related experience with a High School Diploma or equivalent in education, or equivalent combination of high school courses and related work experience.
• Strong written and verbal communication skills.
• Experienced with calendar management.
• Experienced with face-to-face and virtual meeting and event planning.
• Demonstrated superior attention to detail and prioritization with the ability to successfully multi-task.
• Flexibility, adaptability, and ability to deal with ambiguous situations.
• This position requires a minimum of 4 days a week on-site.

Preferred Qualifications:

• Must be eligible to obtain and maintain a Secret U.S Government issued Security Clearance. Per the U.S. Government’s eligibility requirements, you must be a U.S Citizen to be considered for a security clearance.
• Bachelor’s degree.
• Experience supporting a technical oriented organization.
• 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.)
• Excellent interpersonal skills and ability to support diverse backgrounds.
• Exercise independent judgment and discretion consistent with corporate objectives, philosophies, and broad policies.

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):

Not Applicable

Salary compensation range and midpoint:

$50,500 - $63,000 - $75,500 Annual

Work Location Type:

Onsite

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Commitment to Non-Discrimination

All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, local or international law.

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