Administrative Executive Assistant

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MITRE’s National Security Sector is helping lead a dramatic shift in how the United States and partner nations solve problems for a safer world. MITRE brings positive and enduring impact by solving critical national security challenges; creating social benefit and economic opportunity; and building a safer and better world for today and future generations. The Commonwealth of Australia faces broad-based system engineering challenges that require engineering and scientific research expertise that draws upon multiple disciplines and government service domains, as well as partnership with a trusted advisor that is objective in its assessments and free from conflicts of interest. This role is especially valuable as the Commonwealth invests in efforts to uplift innovation, enhance sovereign capabilities, bolster the defense industrial base, and contribute to the success of the Australia, United Kingdom, and U.S. tri-lateral agreement (AUKUS).
MITRE | Australia supports the Commonwealth by delivering on MITRE’s core competencies including, but not limited to:
systems engineering and integration;
artificial intelligence and machine learning;
cybersecurity, electronic warfare, and information warfare;
and other cross-domain, leap-ahead technologies.
Job Description:
Work closely with, and support, a fast-paced and growing team
Apply strong self-organization and management skills and demonstrate proactive initiative and follow-through on a broad range of administrative actions.
Provide support to staff in developing project deliverables, meeting materials, presentations and informational papers; publish final documents according to MITRE standards and procedures.
Prioritizing and maintaining all calendar activities for the Senior Leadership in MS Outlook.
Organize meetings and events, to include planning, invitations, protocol for VIP visitors and coordinate services for events (AV, catering, security, etc.).
Ability to anticipate the needs of VIPs, provide exceptional customer service, and maintain a calm and professional demeanor in a high-pressure environment.
Interact effectively with customers to acquire building badges, computer accounts and access for MITRE staff.
Assist with project fiscal management and data entry for business development tools such as Salesforce.
Work collaboratively with other MITRE administrative team members located outside Australia.
Coordinate and attend management meetings as required
Develop and maintain SharePoint Online and MS Teams sites
Prepare communications, such as memos, emails, and other correspondence.
Collaborate with HR representatives and leadership team to manage the hiring process from interview scheduling to onboarding activities.
Develop a strong sense of ongoing activities and the interdependencies among assignments, meetings, and products.
Track major MITRE Australia milestones and deadlines as required.
Maintain cognizance of location of staff; respond to phone calls about schedules and whereabouts, coordinate communication with the team when there is critical or important need.
Manage travel arrangements, to include general travel, security forms, coordination with the visiting location, and alternative arrangements when plans change.
Generate reimbursement documents in a timely manner upon trip completion.
Arrange for purchasing of office supplies and other necessities as required.
Answer phones professionally and forward messages as appropriate.
Handle, sort and prioritize incoming mail.
Update and keep current correspondence logs and addresses/contact files; maintain current information on key personnel.
Maintain electronic and other records and archives
Maintain awareness of Corporate and Center-specific administrative, security, and personnel policies and procedures.
Assess and improve processes in accordance with MITRE Australia Operations.
Basic Qualifications:
High School Diploma, and 2 years of related experience and relevant work experience
Excellent interpersonal and communications skills
Demonstrated ability to successfully multi-task and prioritize effectively.
Be a team player with the ability to work effectively under time and work constraints with minimal supervision and tactfully with all levels of management.
Strong organizational and time management skills with demonstrated ability to effectively prioritize work under tight deadlines
Knowledge and experience with the latest version of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and collaborative tools
Experience with calendar management
Experience with meeting and event planning
Properly handle highly sensitive and privileged information and transactions
Flexibility, adaptability, and ability to deal with ambiguous situations
Excellent interpersonal skills and ability to support diverse backgrounds
Demonstrates superior attention to detail.
Self-motivated: willing to learn new things, manage multiple tasks, and problem solve, with ability to prioritize effectively; demonstrates initiative and follow through
Excellent grammar, spelling, and punctuation skills
Preferred Qualifications:
Certificate III or the Certificate IV in Business Administration
Previous Experience in a technical oriented organization
Possess strong MS Office skills (Word, Excel, PowerPoint, Outlook, OneNote) and SharePoint Online
Previous experience supporting a large, dynamic, fast-paced team
Ability to provide technical editing support to materials generated by staff
Australian Negative Vetting Level 1 (NV1) clearance or the ability to obtain clearance.
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: Hybrid
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