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Executive Assistant

2 months ago

McLean, United States MITRE Full time

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 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 day—working for a safer, healthier, and more secure nation and world. Our workplace reflects our values. We offer competitive benefits, exceptional professional development opportunities, and a culture of innovation that embraces diversity, inclusion, flexibility, collaboration, and career growth. If this sounds like the choice you want to make, then choose MITRE—and make a difference with us.

MITRE is seeking an Executive Assistant (EA) who will be responsible for supporting the SVP/GM, in our MITRE Public Sector (MPS). The EA 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 within a large organization.This position has a requirement to be on-site in our McLean, VA office.

Roles & Responsibilities:

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

  • Learn and understand the SVP/GM’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 the Officer’s schedule.
  • Additional administrative support to be provided to a few direct reports to the SVP/GM. This support includes light calendar management, expense report filing and meeting planning logistics.
  • 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. This includes Sector All Hands, MPS Steering Committee meetings and other high-profile meetings/events.
  • 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 SVP/GM, MITRE Public Sector (MPS).
  • 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:

Typically requires a minimum of 5 years of related experience with a Bachelor’s degree; or 3 years and a Master’s degree; or a PhD with relevant experience who can immediately contribute at this job step; or equivalent combination of related education and work experience.

  • Bachelor’s degree and a minimum of 5 years of related experience, or an equivalent combination of related education and work experience.
  • Ability to obtain and maintain a DoD Secret clearance at minimum as well as civilian agency suitability.
  • Ability to be in the office 5 days a week and provide occasional off hours support.
  • 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.
  • 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 requires an onsite requirement of 5 days a week.

Preferred Qualifications:

  • Bachelor’s degree with 10 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):

None

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

Secret

Work Location Type:

Onsite

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