November 15, 2024

The MITRE Corporation

McLean

FULL TIME

Division Administrative Assistant

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Department Summary:
The State Department Work Program Division P770 seeks an action oriented and motivated administrative assistant. This role offers a unique opportunity to provide vital administrative and business operations support to the dynamic and growing P770 Division, while also being part of the larger P700 administrative and business support team.

This role includes management of schedule, travel, meetings, web/Share Point products/sites and office operations for division activities and may include access to and safeguarding of sensitive and classified information. These activities will also include facilitating engagements with senior State Department leadership as well as members of MITRE’s State Advisory Council. This role also provides support for division business operations which may include budget monitoring, capital purchases, and assisting in the hiring process. The Administrative Assistant will provide this support to P770, as well as across the Center, exercising confidentiality, tact, and professionalism.

Key Responsibilities:
As the division administrative lead, you will be expected to work independently with only high-level supervision and be able to act on general instructions for new or challenging assignments. The division administrator will work collaboratively with other Division and Center support staff on complex or large-scale tasks. Specific expectations include:

Effective Communicator: Organizes and expresses ideas in verbal and written communication; uses appropriate tone and manner to deliver messages to others; actively listens and is fully present and engaged when communicating with others; acknowledges receipt of messages and confirms understanding.
Successful Collaborator: Works within the Division, and across the Center, as required to accomplish tasks and increase the effectiveness of Division staff.
Rapid Adaptor: Responds quickly when told that assigned work requirements are shifting; asks questions to gain a better understanding of changes in tasks and priorities; shows a positive attitude in response to changing work requirements; works with team members to create new approaches that address shifting work requirements.
Support Division Operations: Assist in the coordination and streamlining of division processes, communication, and tools; support Division Operations Lead on monthly division meetings coordination (agenda, reminders, special topics, award/work anniversary tracking); ensuring on-time delivery of inputs across division projects; ensure division meeting attendees and division organizational charts are up to date.
Coordinate Highlights and Publications: Assist Operations Lead in monitoring and managing creative solutions to ensure the division is streamlined and efficient, and that division project successes are highlighted and captured.

Basic Qualifications:

Typically requires a minimum of 2 - 4 years of related experience with a High School Diploma or equivalent in education, or 2 years’ experience and an associate degree, or equivalent combination of education and related work experience.
Experience with MS Office 365 (Outlook, Word, Power Point, Excel, Share Point, and Teams).
Ability to deal effectively and professionally with all levels of personnel, customers, and visitors.
Strong attention to detail and excellent written, communication, and interpersonal skills with demonstrated accuracy and follow through on a broad range of administrative tasks effectively with little supervision.
Demonstrated ability to proactively anticipate the short- and long-term support needs of the Department Managers and collaborate effectively with their colleagues at every level of the organization.
Strong organizational skills that reflect ability to anticipate, plan, perform, and prioritize multiple tasks seamlessly with considerable emphasis on self-initiation and independent decision making. Ability to effectively manage multiple tasks simultaneously with minimum supervision.
Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with internal and external stakeholders
Must demonstrate a high level of poise, tact, professionalism, discretion, and diplomacy in dealing with highly sensitive information.
This position requires a minimum of 4 days a week on-site.
Ability to obtain TS 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):
Top Secret
Work Location Type:
Onsite
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