Administrative Assistant, Senior

The Mitre Corporation•New Bedford, MA

13d•$62,000 - $93,000•Onsite

About The Position

The Senior Administrative Assistant supports a department in MITRE’s Artificial Intelligence and Autonomy Division. The role helps keep administrative work, schedules, meetings, communications, compliance, and office operations organized and timely. It requires anticipating shifting priorities, coordinating with staff and other administrative teams, handling sensitive personnel matters with discretion, and supporting department leadership and employees. The position requires working onsite at least four days per week.

Requirements

Typically, at least 3 years of related experience with a high school diploma or equivalent, or 2 years of experience with an associate degree, or an equivalent combination of education and related work experience.
Strong written and verbal communication skills.
Experience with calendar management.
Experience planning face-to-face and virtual meetings and events.
Superior attention to detail and prioritization, with the ability to multitask successfully.
Flexibility, adaptability, and the ability to handle ambiguous situations.
Ability to work onsite at least 4 days per week.

Nice To Haves

Eligibility to obtain and maintain a Secret U.S. Government-issued security clearance; U.S. citizenship is required for consideration for a security clearance.
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

Track ongoing activities and dependencies among assignments, meetings, and deliverables; anticipate and respond proactively to changes in priorities.
Track Department deadlines as required and follow through on a broad range of administrative actions.
Manage the Department Manager’s and Department calendars, including scheduling, proposing and posting meetings in Outlook, coordinating requests, prioritizing meetings, and arranging meetings across MITRE or with external organizations.
Coordinate administrative tasks with the division’s administration team as needed.
Schedule interviews and escort visitors.
Plan and support meetings, presentations, and employee engagement events, including arranging venues, catering, clearance validation, materials, and audio-visual needs.
Attend meetings and record notes and action items as needed.
Maintain awareness of staff locations and schedules, respond to inquiries, and coordinate communications when needed.
Compose correspondence and develop, review, and edit presentations and documentation; research issues and compile materials for presentations and decision-making.
Perform general office management, including ordering supplies, processing purchase orders or requisitions, and monitoring budgets.
Maintain and submit organizational information for the corporate Intranet, SharePoint, and Teams, ensuring accuracy and timeliness.
Stay aware of Corporate and Sector administrative, security, and personnel policies and procedures; share practices and new policies, provide mentoring and training, and hold regularly scheduled administrative meetings.
Handle sensitive administrative tasks and personnel matters with discretion.
Ensure staff complete mandatory training modules, including Security, Ethics, and Timecard training.
Serve as the Department’s timecard administrator.
Track and facilitate compliance related to timecards (TRS), computers (DTS), and office moves.