Executive Administrative Assistance

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Department Summary:

MITRE is seeking an Executive Assistant (EA) who will be responsible for supporting the MITRE Fellows in our MITRE Labs Sector. The Executive Assistant will execute all operational and administrative functions of the office while maintaining the highest level of personal and professional standards and conduct. A successful candidate will have demonstrated recent experience providing executive administrative support for one or more executives or senior leadership within a large organization.

The location for this position is in McLean, VA.

Roles and Responsibilities:

In this dynamic, fast-paced role, your key responsibilities as a partner to the Officer, and EA team include:

• Learn and understand the VP’s goals and priorities to anticipate their requirements and work effectively and efficiently as a strategic partner.
• Manage and own the officer’s daily schedule and calendar. Prioritize requirements and effectively manage complex demands while providing a high level of confidentiality, poise, initiative, and tact. Arrange appointments on Officer’s schedule.
• Maintain consistent professionalism and diplomacy while working closely, often under time constraints, with highly confidential information and a diverse group of executives/officers, internal and external customers, managers, and support teams. Expected to greet visitors.
• Plan, coordinate, and support a variety of meetings and presentations including arranging for venues, room configurations, catering, preparing agendas, note-taking, assembling, and printing meeting materials, identifying audio-visual needs, etc. Follow up on the status of assignments.
• Prepare and produce communications on behalf of the Officer as well as materials including schedules, meeting read-ahead material and supporting materials as needed.
• Receive, screen, direct and at time respond to incoming communications and inquiries to include phone calls, visitors, emails, and mail.
• Collect, record, sort and file records and business documents according to company security procedures.
• Represent the Officer and their respective organizations in a professional and gracious manner.
• Collaborate with the entire Executive Administration team, to ensure that coverage is secured as necessary, and that executive administrative support is provided for all executives during business hours.
• Arrange for all travel in support of the Officer including preparing itineraries and ensuring all compliance processes are followed.
• Place orders for necessary supplies, track business related expenses and prepare and promptly process expense reports on behalf of the MITRE Fellows
• Be available on an as needed bases when the Officer is traveling and be proactive in managing travel scheduling changes.
• Must demonstrate emotional intelligence and grace and respect when partnering with various stakeholders.
• Demonstrate strong self-organization and time management skills, with considerable emphasis on self-initiation, independent decision making, accuracy, adaptability, decisiveness and follow through on a broad range of administrative support tasks.
• Implement existing administrative standards, policies and practices for the organization.

Basic Qualifications:

• Bachelor’s degree and a minimum of 2 years of related experience, or an equivalent combination of related education and work experience.
• Demonstrated recent experience supporting one or more executive or equivalent senior leaders.
• Exceptional Microsoft Office Suite skills (Outlook, OneNote, PowerPoint, Excel, SharePoint and OneDrive).
• Proficiency using MS Teams and Zoom communication tools, VTC technology, and tablets.
• Experience making travel arrangements and using travel and expense software (e.g., Concur).
• Strong interpersonal, written, and verbal communication skills and the ability to collaborate with MITRE management, staff and clients.
• Ability to quickly adapt to schedule changes in a fast-paced environment.
• Ability to be in the office 5 days a week and provide occasional off hours support.
• Works independently and proactively to support the needs of the officer; requires approval on matters of significant importance.
• A keen eye for detail with the ability to identify, assess, and proactively respond to mitigate or correct unforeseen obstacles.
• This position has an on-site requirement of 5 days on-site.

Preferred Qualifications:

• Bachelor’s degree with 4 years of experience or a master’s degree
• Knowledge of latest mobile technology (e.g., iPhone/iPad).
• Experience working within a highly matrixed organization supporting VP and/or SVP level officers.

This requisition requires the candidate to have a minimum of the following clearance(s):

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

Work Location Type:

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