The MITRE Corporation Senior Administrative Assistant- Aberdeen, MD in Aberdeen, Maryland

Senior Administrative Assistant- Aberdeen, MD

Description

You can have it all at MITRE. Professionally, you get to work with the best and brightest to come up with the big ideas that impact public, not commercial, interest. You get to work in government, industry, and academia to tackling our nation’s most complex challenges. Personally, you have the flexibility to enjoy your life beyond the office. From the job you do every day to solving problems for a safer world, to the results that motivate you, to who you are outside of work, MITRE gives you what you need to be happy and successful.

MITRE’s Army Mission Command and Intelligence Information Systems Department seeks a Senior Administrative Assistant to serve as primary administrative support to the Department Head (DH) in Aberdeen, Maryland. This is an excellent opportunity to provide efficient and proactive Administrative Support to Department Management and Technical Staff within the Army program.

The successful candidate will be responsible for administrative duties to the Department Head, Portfolio Manager(s), and Technical Staff in Aberdeen. The candidate will interact with MITRE Directors and Customers and establish and maintain strong working relationship with their office staff and administrative assistants. Duties include:

  • Anticipate, analyze, and proactively react to changes in priorities and tasks. Demonstrate proactive initiative, creativity and follow-through on a broad range of administrative actions.

  • Maintain/manage the DH’s daily schedule, which requires the ability to prioritize his requirements and demands. Plan and organize meetings, conferences, and luncheons, both on and off-site, to include coordinating services (facility reservation, audio/visual, catering, security, etc.). Coordinate with support staff at other MITRE sites when these events are hosted there.

  • Track action items and suspense dates for division, and department matters. Respond to administrative actions and data queries in a timely manner and within identified deadlines.

  • Assemble background materials for meetings and briefings, assist in compiling, posting and electronically organizing such information as necessary.

  • Maintain department knowledge management resources to store and organize Army announcements, calendar events, and event planning.

  • Perform a variety of administrative tasks: preparation of correspondence (HR forms, documents, reports, monthly project status reports and briefings) according to MITRE standards. Organize outgoing correspondence for distribution; maintain 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 MITRE senior staff activities.

  • Answer and screen telephone calls, respond to routine questions, route calls to appropriate staff and/or relay messages.

  • Fulfill the role of Timecard Coordinator for selected groups, which includes bi-weekly submission and daily monitoring for timecard compliance.

  • Arrange for office moves, manage site and department property and audit tracking. Maintain and order office supplies for the Department and Aberdeen site.

  • Take meeting notes and document action items from internal meetings.

  • Exercise discretion regarding sensitive information at all levels both internally/externally.

MITRE’s Army Mission Command and Intelligence Information Systems Department seeks a Senior Administrative Assistant to serve as primary administrative support to the Department Head (DH) in Aberdeen, Maryland. This is an excellent opportunity to provide efficient and proactive Administrative Support to Department Management and Technical Staff within the Army program.The successful candidate will be responsible for administrative duties to the Department Head, Portfolio Manager(s), and Technical Staff in Aberdeen. The candidate will interact with MITRE Directors and Customers and establish and maintain strong working relationship with their office staff and administrative assistants. Duties include:

  • Anticipate, analyze, and proactively react to changes in priorities and tasks. Demonstrate proactive initiative, creativity and follow-through on a broad range of administrative actions.

  • Maintain/manage the DH’s daily schedule, which requires the ability to prioritize his requirements and demands. Plan and organize meetings, conferences, and luncheons, both on and off-site, to include coordinating services (facility reservation, audio/visual, catering, security, etc.). Coordinate with support staff at other MITRE sites when these events are hosted there.

  • Track action items and suspense dates for division, and department matters. Respond to administrative actions and data queries in a timely manner and within identified deadlines.

  • Assemble background materials for meetings and briefings, assist in compiling, posting and electronically organizing such information as necessary.

  • Maintain department knowledge management resources to store and organize Army announcements, calendar events, and event planning.

  • Perform a variety of administrative tasks: preparation of correspondence (HR forms, documents, reports, monthly project status reports and briefings) according to MITRE standards. Organize outgoing correspondence for distribution; maintain 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 MITRE senior staff activities.

  • Answer and screen telephone calls, respond to routine questions, route calls to appropriate staff and/or relay messages.

  • Fulfill the role of Timecard Coordinator for selected groups, which includes bi-weekly submission and daily monitoring for timecard compliance.

  • Arrange for office moves, manage site and department property and audit tracking. Maintain and order office supplies for the Department and Aberdeen site.

  • Take meeting notes and document action items from internal meetings.

  • Exercise discretion regarding sensitive information at all levels both internally/externally.

Qualifications

Required:

  • Proficiency with the Microsoft Office Suite (Word, PowerPoint, Excel). Knowledge in databases, graphics, SharePoint. Must have the ability to quickly learn internal software tools.

  • Possess exceptional interpersonal, communication and organizational skills, attention to details and accuracy required. The ability to compose routine written communications including department announcements or internal correspondences is essential. The ability to accurately proof-read documents produced by senior staff.

  • Possess professionalism acumen in interacting with Government sponsors, corporate executives, MITRE staff and administrative staff across MITRE, Government and contractors. Set an example for others in terms of competence, poise, accountability and professionalism.

  • Possess agility to adapt to changing priorities, independently assess and prioritize tasks and work independently at senior levels of the organization. A successful candidate is proactive and have exceptional judgement working alone and in an integrated team environment.

  • Candidate must possess be able to obtain and maintain a DoD secret clearance.

Desired:

  • Possess a bachelor's degree.

  • Possess an active DoD secret clearance.

Minimum:

  • High school diploma or equivalent, plus 5 years of experience.

Job Office/Site Administration

Primary Location United States-Maryland-Aberdeen

This requisition requires a clearance of Secret

Travel Yes, 5 % of the Time

Job Posting Aug 8, 2018, 11:49:48 AM

Req ID: 00050819