Administrative Assistant, Intermediate

The Mitre Corporation•New Bedford, MA

6d•$50,500 - $75,500•Onsite

About The Position

MITRE is seeking an Administrative Assistant to support a department within its Artificial Intelligence and Autonomy Division. The division works across government, industry, and academia to address AI and autonomy challenges and accelerate the effective and assured application of AI in critical government missions. The role requires coordinating a broad range of administrative activities, managing schedules and deadlines, supporting meetings and events, and handling sensitive administrative matters with discretion. The position requires working onsite at least four days a week.

Requirements

At least 1 year of related experience with a high school diploma or equivalent education, or an equivalent combination of high school courses and related work experience.
Strong written and verbal communication skills.
Experience with calendar management.
Experience planning face-to-face and virtual meetings and events.
Strong attention to detail and prioritization, with the ability to multitask successfully.
Flexibility, adaptability, and ability to handle ambiguous situations.
Able to work onsite at least 4 days per week.

Nice To Haves

Eligibility to obtain and maintain a Secret U.S. Government security clearance; U.S. citizenship is required for security-clearance eligibility.
Bachelor’s degree.
Experience supporting a technically oriented organization.
Ability to work effectively as a team player under time and work constraints, with minimal supervision, and tactfully with all levels of management.
Advanced proficiency with office tools such as MS Word, PowerPoint, Excel, Outlook, Teams, and Adobe Acrobat.
Excellent interpersonal skills and ability to support people from diverse backgrounds.
Ability to exercise independent judgment and discretion consistent with corporate objectives, philosophies, and broad policies.

Responsibilities

Develop awareness of ongoing activities and dependencies among assignments, meetings, and deliverables; anticipate and respond to changing priorities, organize work, and follow through on administrative actions.
Track Department deadlines as needed.
Maintain Department Manager and Department calendars; schedule and prioritize meetings, coordinate with meeting requesters, and represent staff in arranging meetings across MITRE or with external organizations.
Coordinate administrative tasks among the division’s administration team as needed.
Schedule interviews and escort visitors.
Plan, coordinate, and support meetings, presentations, and employee engagement events, including venue, catering, clearance validation, materials, and audio-visual arrangements.
Attend meetings and record notes and action items as needed.
Track staff locations and respond to schedule and whereabouts inquiries; coordinate staff communications when needed.
Compose correspondence and develop, review, and edit presentations and documentation; research issues and compile materials for presentations or decision-making.
Manage general office needs, including ordering supplies, processing purchase orders or requisitions, and monitoring budgets.
Maintain and submit organizational information for the corporate Intranet, including SharePoint and Teams, ensuring its accuracy and timeliness.
Maintain awareness of corporate and sector administrative, security, and personnel policies and procedures; collaborate with the administrative team, share practices and policies, and provide mentoring and training on administrative matters.
Handle sensitive administrative tasks and personnel matters with discretion.
Ensure staff complete mandatory training, including Security, Ethics, and Timecard modules.
Serve as the Department’s timecard administrator.
Track and facilitate compliance related to timecards (TRS), computers (DTS), and office moves.