Administrative Assistant Job at MITRE in Lexington Park

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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 challenges—and we're committed to the long-term well-being of our employees. MITRE is not-for-profit and chartered to work for the public interest. The R&D centers we operate for the government create lasting impact in fields such as cybersecurity, healthcare, aviation, defense, and enterprise transformation. MITRE offers competitive benefits, professional development opportunities, and a culture of innovation that emphasizes adaptability, collaboration, technical excellence, and partnership. If this sounds like the choice you want to make, choose MITRE and make a difference with us.

MITRE’s Fleet Modernization Department is seeking a professional, motivated, proactive, and efficient Administrative and Security Assistant to support division leaders in security administration and department administration roles.

The successful candidate will work across the division to provide onsite support to local and visiting MITRE leaders and staff in arranging, coordinating, hosting and general administrative support for classified activities at the SECRET levels. The candidate will also support the Fleet Modernization Department Manager with administration support to department operations. The role includes collaboration with the N230 division administrator, supporting high-priority classified activities and visits. The candidate should be comfortable working independently and in a collaborative environment, supporting scheduling, purchasing, space planning, event planning (including classified local and VTC events), document transfers, SIPRNET access for coordinating document flow and preparing for external senior sponsor visits and interchanges, meetings and conferencing support, and Department operations.

Responsibilities include:

• Anticipate, analyze, and proactively react to changes in priorities and tasks. Demonstrate initiative, creativity, and follow-through on a broad range of administrative activities.
• Maintain and manage the Department Manager’s daily schedule, prioritizing the Managing Director’s requirements and requests.
• Plan and organize meetings, conferences, and events, including coordinating services (facility reservation, audio/visual support, catering, security, etc.).
• Track action items and suspense dates for corporate, center, and division matters.
• Respond to administrative actions and data queries in a timely manner and within identified deadlines.
• Generate final documents by merging and synthesizing inputs from multiple sources.
• Assemble background materials for meetings and briefings. Assist in compiling, posting, and electronically organizing information as necessary.
• Prepare correspondence (HR forms, documents, and reports) according to MITRE standards.
• Organize outgoing correspondence for distribution; maintain division and department letters and memos (number tracking system) and files.
• Make travel arrangements and process travel claims.
• Initiate and update the submission of security clearances, visit requests/certs, and related files in support of division MITRE staff activities.
• Answer and screen telephone calls, respond to routine questions, route calls to appropriate staff, and relay messages.
• Fulfill the role of Timecard Coordinator for selected groups, including bi-weekly submission and daily monitoring for timecard compliance.
• Arrange for office moves and manage division property and audit tracking.
• Maintain and order division office supplies.
• Manage logistics associated with on-site external candidate interviews for department positions, including room reservations and interview panel scheduling.
• Take meeting notes and document action items from internal meetings.
• Exercise discretion regarding sensitive information at all levels both internally and externally.

Required Qualifications:

• Associate's degree plus 5 years of experience.
• Active Secret Clearance
• Demonstrated proficiency with the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and SharePoint.
• Demonstrated ability to quickly learn new software systems.
• Exceptional interpersonal, communication, and organizational skills, including the ability to professionally interact with senior executives across MITRE and its sponsoring agencies.
• The ability to compose routine written communications, including division announcements or internal correspondences.
• The ability to accurately proof-read documents produced by division staff.
• The ability to independently assess and prioritize tasks and work independently throughout all levels of the organization. A successful candidate is proactive and has exceptional judgment working alone and in an integrated team environment.
• Per the U.S. Government's eligibility requirements, you must be a U.S. Citizen to be considered for a security clearance.
• This position requires a minimum of 4 days a week on-site.

Preferred Qualifications:

• The ability to organize, create, and manage SharePoint sites.
• Previous experience with graphic design.
• Bachelor’s degree.

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

Salary and Work Location: Salary range $60,500 - $75,500 - $90,500 annually. Work Location Type: Onsite.

Commitment to Non-Discrimination: All qualified applicants will receive consideration for employment without regard to disability, veteran status, or any other status protected by applicable law. MITRE is committed to accessibility; for accommodation requests, contact recruitinghelp@mitre.org or collegerecruiting@mitre.org.

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