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MITRE's Fleet Modernization Department is seeking a professional, highly motivated, proactive, and efficient Administrative and Security Assistant to support division leaders in both security administration and department administration roles.
The successful candidate will work across the division to provide onsite support to local and visiting MITRE leaders and staff in arranging, coordinating, hosting and general administrative support for classified activities at the SECRET levels. In addition, the candidate will support the Fleet Modernization Department Manager in providing administration support to department operations. The candidate will work closely with and in support of N230 division administrator in support of activities across the division as needed for high priority classified activities and visits. The successful candidate should be comfortable working independently as well as in a collaborative teaming work environment, supporting the needs of the division and department leadership teams to include scheduling, purchasing, space planning, event planning - notably classified local and VTC events, document transfers, accessing SIPRNET to coordinate flow of documents and prepare for external senior sponsor visits and interchanges, meetings and conferencing support, and Department operations.
Responsibilities include:
Anticipate, analyze, and proactively react to changes in priorities and tasks. Demonstrate initiative, creativity, and follow-through on a broad range of administrative activities.
Maintain and manage the Department Manager's daily schedule, which requires the ability to prioritize the Managing Director's requirements and requests.
Plan and organize meetings, conferences, and events, to include coordinating services (facility reservation, audio/visual support, catering, security, etc.).
Track action items and suspense dates for corporate, center, and division matters.
Respond to administrative actions and data queries in a timely manner and within identified deadlines.
Generate final documents by merging and synthesizing inputs from multiple sources.
Assemble background materials for meetings and briefings. Assist in compiling, posting, and electronically organizing such information as necessary.
Prepare correspondence (HR forms, documents, and reports) according to MITRE standards.
Organize outgoing correspondence for distribution; maintain division and department letters and memos (number tracking system) and files.
Make travel arrangements and process travel claims.
Initiate and update the submission of security clearances, visit requests/certs, and related files in support of division MITRE staff activities.
Answer and screen telephone calls, respond to routine questions, route calls to appropriate staff, and/or relay messages.
Fulfill the role of Timecard Coordinator for selected groups, which includes bi-weekly submission and daily monitoring for timecard compliance.
Arrange for office moves and manage division property and audit tracking.
Maintain and order division office supplies.
Manage logistics associated with on-site external candidate interviews for department positions, including room reservations and interview panel scheduling.
Take meeting notes and document action items from internal meetings.
Exercise discretion regarding sensitive information at all levels both internally/externally.
Required Qualifications:
Associate's degree plus 5 years of experience.
Active Secret Clearance
Demonstrated proficiency with the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and SharePoint.
Demonstrated ability to quickly learn new software systems.
Exceptional interpersonal, communication, and organizational skills, including the ability to professionally interact with senior executives across MITRE and its sponsoring agencies.
The ability to compose routine written communications, including division announcements or internal correspondences.
The ability to accurately proof-read documents produced by division staff.
The ability to independently assess and prioritize tasks and work independently throughout all levels of the organization. A successful candidate is proactive and has exceptional judgement working alone and in an integrated team environment.
Per the U.S. Government's eligibility requirements, you must be a U.S. Citizen to be considered for a security clearance
This position requires a minimum of 4 days a week on-site.
Preferred Qualifications:
The ability to organize, create, and manage SharePoint sites.
Previous experience with graphic design.
Bachelor's degree.
This requisition requires the candidate to have a minimum of the following clearance(s):
Secret
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:
Onsite
Commitment to Non-Discrimination
All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, local or international law.
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