Administrative Assistant

3 weeks ago

McLean, United States The MITRE Corporation 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.

This position will support two divisions, VA/DoD Technology & DoD Health Integration Division (P840) and VA Health Systems & Transformation Division (P850). The Directors of these divisions are seeking an experienced Administrative Assistant with the highest level of personal and professional standards to join our McLean office operations team. This position serves two core functions: facilitating the efficient and proactive execution of a broad range of division-level administrative functions and supporting the Directors and Department Managers in leading the organization. This is an excellent opportunity for an administrative professional to learn the business, interact with senior-level customers, work closely with MITRE management and staff, Directors, and Corporate Officers, and build strong working relationships with their operations staff and administrative assistants.

**Key Functions**:

- Plan, coordinate, and support a variety of division
- and department-level meetings. Duties will include preparing agendas and presentations, posting read-ahead materials, arranging various types of meeting venues, completing catering orders, arranging audio-visual (CAVS) 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 CGEM administrators. Assess and improve administrative processes as needed. Maintain state-of-the-art knowledge of MITRE’s administrative support systems, policies, and processes. This requires engagement in corporately supported productivity and collaboration capabilities.
- Maintain calendar of division
- and department-level events as well as the ad hoc scheduling of the Director and Department Heads, which entails the ability to prioritize and coordinate many requirements and resolve conflicts. Act as a delegate in the absence of other administrators to ensure smooth operation and continued support to other managers and employees.
- Manage and maintain all division confidential files, records, organization charts, and significant event rosters.
- Support the work of the divisions to coordinate office space and facilitate programs to build community, by facilitating meetings and follow-up actions. Facilitate implementation and monitoring of evolving Flexible Work Model policies, such as tracking and updating telework agreements, implementing “community” plans, and so on.
- Coordinate the major (non-local) travel arrangements of the Directors, Department Heads, Division Chief Engineers, and Outcome Leads and prepare all the expense vouchers.
- Assist with the management, updating and maintenance of content for division websites. This includes adding/consolidating pages as needed, content updates, division news and events and business calendar, organizing and updating document repositories.
- Assist the division-level management team with onboarding for our new hires.
- Manage, monitor, and track training records, including obtaining Project Leader approvals, completing all internal and external course registrations, and tracking course attendance.
- Fulfill the role of Timecard Coordinator for division-level staff, which includes bi-weekly submissions and monitoring for daily timecard compliance. Review weekly division wide compliance reports and provide the statistics to all the managers.
- Manage other division-level reports to include the following: Tech Stature freshness reports; all Corporate and other security training compliance reports; and other corporate requests.
- Serve as the point of contact for the division wide property audits, as well as be responsible as the Desk Top Steward to ensure we are within compliance with our systems.
- Order division office supplies. Hold MITRE Corporate Purchasing Card and reconcile charges on a monthly basis.

**Basic Qualificati

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