Administrative Assistant, Senior

MITRE; Bedford (MA); Presencial; USD 62.000 - 93.000; Jornada completa

Descripción de la vacante

MITRE, a nonprofit engineering and research organization, is seeking an on-site Administrative Specialist to support Division L570. The role involves calendar management, meeting planning, and coordination across the department to ensure timely execution of tasks and events.

The candidate should have strong communication skills, attention to detail, and the ability to multi-task in a dynamic environment. On-site presence is required four days a week; security clearance eligibility may be

Formación

• Minimum 3 years of related experience with a High School Diploma or equivalent; or 2 years with an Associate degree.
• Strong written and verbal communication skills.
• Experienced with calendar management and meeting/event planning.
• Demonstrated attention to detail and ability to multi-task.
• Flexibility and ability to work in ambiguous situations.
• On-site work at least 4 days a week.

Responsabilidades

• Coordinate administrative tasks within the division’s administration team.
• Schedule interviews and escort visitors.
• Plan and support meetings, presentations, and staff events.
• Maintain calendars and coordinate with staff across the organization.
• Prepare correspondence, presentations, and documentation; conduct research as needed.
• Manage office supplies, purchasing, and budgets.

Conocimientos

Calendar management

Meeting planning

Communication skills

Attention to detail

Multi-tasking

Educación

Bachelor's degree

High school diploma or equivalent

Associate degree

Herramientas

MS Office Suite

Adobe Acrobat

Outlook

Teams

PowerPoint

Excel

Word

Descripción del empleo

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.

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 3 years of related experience with a High School Diploma or equivalent in education, or 2 years’ experience and an Associate degree, or equivalent combination of education 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:

$62,000 - $77,500 - $93,000 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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Benefits information may be found here.

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