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Lead Administrative Partner

2 months ago

Bloomington, Illinois, United States MITRE Full time

At MITRE, we believe in the balance between impactful work and a rewarding life. Our team is dedicated to addressing the most pressing challenges facing our nation, while we prioritize the well-being of our employees. As a not-for-profit organization, MITRE operates without commercial conflicts, focusing solely on the public interest. Our research and development centers serve the government, making significant contributions in areas such as cybersecurity, healthcare, aviation, defense, and enterprise transformation. We strive to create a safer, healthier, and more secure world.

We are currently looking for a Senior Executive Administrator to provide essential support to our leadership team within the National Security Sector. This role is crucial in managing the operational and administrative functions of the office, ensuring the highest standards of professionalism and conduct. The ideal candidate will have substantial experience in delivering executive-level administrative support within a large organization.

Key Responsibilities:

  • Develop a deep understanding of the executive's objectives and priorities to effectively anticipate their needs and act as a strategic partner.
  • Oversee the executive's calendar, managing complex scheduling demands with confidentiality and professionalism.
  • Maintain a high level of professionalism while handling sensitive information and interacting with a diverse range of stakeholders.
  • Organize and facilitate meetings and presentations, including logistics, materials preparation, and follow-up on action items.
  • Draft and prepare communications on behalf of the executive, including schedules and meeting documents.
  • Manage incoming communications, directing inquiries appropriately and responding when necessary.
  • Ensure proper filing and documentation of records in accordance with company security protocols.
  • Represent the executive and their organization with professionalism and courtesy.
  • Collaborate with the Executive Administration team to ensure comprehensive support for all executives during business hours.
  • Coordinate travel arrangements, including itinerary preparation and compliance with travel policies.
  • Manage supply orders and track business expenses, preparing timely expense reports.
  • Provide support during travel, proactively managing any scheduling changes.
  • Exhibit emotional intelligence and respect when working with various stakeholders.
  • Demonstrate strong organizational and time management skills, with a focus on initiative and follow-through.
  • Implement administrative standards and practices within the organization.

Required Qualifications:

  • A bachelor's degree with a minimum of 2 years of relevant experience, or an equivalent combination of education and experience.
  • Proven experience supporting senior executives or leaders.
  • Proficient in Microsoft Office Suite (Outlook, OneNote, PowerPoint, Excel, SharePoint, OneDrive).
  • Familiarity with communication tools such as MS Teams and Zoom, as well as VTC technology.
  • Experience in travel coordination and expense management software.
  • Strong communication skills, both written and verbal, with the ability to collaborate effectively.
  • Ability to adapt to changing schedules in a fast-paced environment.
  • Availability to work on-site and provide occasional off-hours support.
  • Ability to work independently while supporting the executive's needs.
  • Attention to detail and the ability to proactively address challenges.
  • Active Secret clearance with the capability to obtain a Top-Secret/SCI clearance.

Preferred Qualifications:

  • A bachelor's degree with 4 years of experience or a master's degree.
  • Knowledge of current mobile technologies.
  • Experience in a highly matrixed organization supporting senior-level executives.

MITRE is an equal opportunity employer, committed to diversity and inclusion in the workplace.