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Administrative Partner to Senior Leadership

2 months ago

Bloomington, Illinois, United States MITRE Full time

At MITRE, we believe in the balance between impactful work and a rewarding personal life. Our team is dedicated to addressing the most pressing challenges facing our nation, while also prioritizing 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 contribute significantly to diverse fields such as cybersecurity, healthcare, aviation, defense, and enterprise transformation, making a meaningful difference every day.

We are currently looking for an Executive Assistant to provide essential support to our MNS Senior Vice President – GM within the MITRE National Security (MNS) Sector. The ideal candidate will manage all operational and administrative tasks for the office, upholding the highest standards of professionalism and conduct. Successful applicants will have a proven track record of providing executive-level administrative support in large organizations.

Key Responsibilities:

  • Understand and align with the VP's objectives and priorities to anticipate their needs, functioning as a strategic partner.
  • Oversee the officer's daily calendar, prioritizing tasks and managing complex demands with confidentiality and professionalism.
  • Maintain a high level of professionalism while interacting with executives, clients, and internal teams, often under tight deadlines.
  • Organize and facilitate various meetings and presentations, including venue arrangements, agenda preparation, and material distribution.
  • Draft and prepare communications on behalf of the officer, including schedules and meeting materials.
  • Manage incoming communications, including phone calls, emails, and visitors, ensuring timely and appropriate responses.
  • Organize and maintain records and business documents in accordance with company security protocols.
  • Represent the officer 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 for the officer, ensuring compliance with all relevant processes.
  • Monitor and manage business-related expenses, preparing and processing expense reports promptly.
  • Be available to assist the officer during travel, proactively managing any scheduling changes.
  • Exhibit emotional intelligence and respect when engaging with various stakeholders.
  • Demonstrate strong organizational and time management skills, with an emphasis on initiative and follow-through.
  • Implement established administrative standards and practices within the organization.

Required Qualifications:

  • 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 equivalent leaders.
  • Proficient in Microsoft Office Suite (Outlook, OneNote, PowerPoint, Excel, SharePoint, OneDrive).
  • Familiarity with MS Teams, Zoom, and 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 quickly to changes in a fast-paced environment.
  • Availability to work on-site and provide occasional off-hours support.
  • Independent and proactive in addressing the officer's needs, with the ability to make decisions on less critical matters.
  • Attention to detail and the ability to identify and mitigate potential challenges.
  • Active Secret clearance with the capability to obtain a Top-Secret/SCI clearance.

Preferred Qualifications:

  • Bachelor's degree with 4 years of experience or a master's degree.
  • Knowledge of the latest mobile technologies.
  • Experience in a highly matrixed organization supporting VP or SVP level executives.

MITRE is an equal opportunity employer, committed to diversity and inclusion in the workplace. We encourage applications from all qualified individuals.