Sr. Administrative Assistant

MITRE Sr. Administrative Assistant

Why choose between doing meaningful work and having a fulfilling life? At MITRE, you can have both. That's because MITRE people are committed to tackling our nation's toughest challengesand we're committed to the long-term well-being of our employees. MITRE is different from most technology companies. We are a not-for-profit corporation chartered to work for the public interest, with no commercial conflicts to influence what we do. The R&D centers we operate for the government create lasting impact in fields as diverse as cybersecurity, healthcare, aviation, defense, and enterprise transformation. We're making a difference every dayworking for a safer, healthier, and more secure nation and world. Our workplace reflects our values. We offer competitive benefits, exceptional professional development opportunities for career growth, and a culture of innovation that embraces adaptability, collaboration, technical excellence, and people in partnership. If this sounds like the choice you want to make, then choose MITRE - and make a difference with us.

Department Summary

MITRE is seeking an experienced Sr. Administrative Assistant who will provide general administrative support to the Enterprise Program Management Office (EPMO) and Division of Health Advancement, both within MITRE's Center for Transforming Health (CTH). This position will report to the Director of the EPMO and is based in McLean. This position is an excellent opportunity for an administrative professional to learn the Health FFRDC business, work closely with MITRE managers, Directors, and Officers, and build strong working relationships with the CTH administrative team. The EPMO provides support to the operational divisions of CTH in the areas of contract governance, enterprise operations and reporting, communications and outreach, strategic planning, and development and training of leaders. The Division of Health Advancement leads a portion of CTH's work with government sponsors.

Roles & Responsibilities

Provide direct administrative support to the Director and members of the EPMO and the Division for Health Advancement.

Use business software applications (e.g., Teams, SharePoint, PowerPoint, Word, Excel, Workday, Salesforce, and others) to support the operations of the divisions and prepare and manage reports, presentations, etc.

Proactively manage calendars for the division managers, which involves interacting with high level entities both internal and external to MITRE.

Plan, coordinate, and support a variety of meetings, including division meetings, CTH Town Hall meetings, leadership team meetings, technical reviews, and small group meetings. Duties include preparing agendas, posting read-ahead materials, arranging meeting venues, completing catering orders, arranging audio-visual 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 administrators. Assess and improve administrative processes as needed. Maintain state-of-the-art knowledge of MITRE's administrative support systems, policies, and processes.

Coordinate non-local travel arrangements and prepare related expense reports.

Assist with and track compliance with internal and external training requirements.

Serve as Timecard Coordinator for employees; includes bi-weekly submissions and monitoring for daily timecard compliance.

Order division office supplies and Center-level software. Hold MITRE Corporate Purchasing Card and reconcile charges on a monthly basis.

Serves as a point of coordination for division activities for visitors, new employees, expenses, coordination with physical plant team, technical support, signage etc.

Basic Qualifications

Typically requires a minimum of 2 - 4 years of related experience with a High School Diploma or equivalent in education, or 2 years' experience and an Associate'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, manage competing priorities and multiple tasks with minimum supervision under deadline pressure in a fast-paced environment, 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 division Directors and collaborate effectively with colleagues at every level of the organization.

Strong self-organization and time management skills, with considerable emphasis on self-initiation and independent decision making.

Proficiency and advanced knowledge of MS Office Programs including OneNote, Excel, Word, SharePoint, PowerPoint, and Teams for organization, collaboration, and communication. 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, discretion, and diplomacy in dealing with highly sensitive information.

This position requires a minimum of four days a week on-site.

Preferred Qualifications

Ability to provide technical editing support to materials generated by Department staff.

Previous experience supporting a large, dynamic, and fast-paced team.

Minimum five years related experience.

Prior experience working with technical leadership and directors.

Experience working with government agencies.