Address
Form of workKey responsibilities will include:
- 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.
Required Qualifications (Required)
- High School Diploma, and 2 years of related experience and relevant work experience[CL1]
- 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
- 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.
Preferred Qualifications (Optional):
- 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.
