Overview
Corporate Office Associate, Administrative Services Jobs in Chicago, IL at The Scion Group
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Department Summary:
MITRE is seeking an Executive Assistant (EA) who will be responsible for supporting the Senior Vice President, Operations and Chief Operating Officer (COO) in our Mission Support Operations Sector. The Executive Assistant will provide comprehensive operational and administrative support to the Officer while maintaining the highest level of personal and professional standards and conduct. A successful candidate is highly organized, proactive, and detail-oriented with demonstrated recent experience providing executive administrative support for one or more executives or senior leadership within a large organization.
The location for this position is in McLean, VA.
Roles & Responsibilities:
In this dynamic, fast-paced role, your key responsibilities as a partner to the Officer, and EA team include:
Learn and understand the Officer’s goals and priorities to anticipate their requirements and work effectively and efficiently as a strategic partner.
Proactively manage and prioritize the Officer’s task list and competing demands, ensuring critical actions and deadlines are tracked and followed through. Provide robust inbox management, including categorizing, flagging, and triaging high-priority correspondence, and coordinating timely responses. Continuously assess and adjust the Officer’s schedule based on evolving priorities, organizational goals, and external commitments.
Serve as a thought partner in time and attention management, helping the Officer focus on the highest-value activities by anticipating bottlenecks, shielding time for strategic work, and aligning meetings and engagements with key objectives.
Manage and own the officer’s daily schedule, calendar, and email. Prioritize requirements and effectively manage complex demands while providing a high level of confidentiality, poise, initiative, and tact. Arrange appointments on Officer’s schedule.
Maintain consistent professionalism and diplomacy while working closely, often under time constraints, with highly confidential information and a diverse group of executives/officers, internal and external customers, managers, and support teams. Expected to greet visitors.
Plan, coordinate, and support a variety of meetings and presentations including arranging venues, room configurations, catering, preparing agendas, note-taking, assembling, and printing meeting materials, identifying audio-visual needs, etc. Follow up on the status of assignments.
Prepare and produce communications on behalf of the Officer as well as materials including schedules, meeting read-ahead material and supporting materials as needed.
Receive, screen, direct and at time respond to incoming communications and inquiries to include phone calls, visitors, emails, and mail.
Collect, record, sort and file records and business documents according to company security procedures.
Represent the Officer and their respective organizations in a professional manner.
Collaborate with the entire Executive Administration team, to ensure that coverage is secured as necessary, and that executive administrative support is provided for all executives during business hours.
Arrange for all travel in support of the Officer including preparing itineraries and ensuring all compliance processes are followed.
Place orders for necessary supplies, track business-related expenses and prepare and promptly process expense reports on behalf of the Officer.
Be available on an as needed basis when the Officer is traveling and be proactive in managing travel scheduling changes.
Must demonstrate emotional intelligence and respect when partnering with various stakeholders.
Demonstrate strong self-organization and time management skills, with considerable emphasis on self-initiation, independent decision making, accuracy, adaptability, decisiveness and follow-through on a broad range of administrative support tasks.
Implement existing administrative standards, policies, and practices for the organization.
Basic Qualifications:
Bachelor’s degree and a minimum of 2 years of related experience, or an equivalent combination of related education and work experience.
Demonstrated recent experience supporting one or more executive or equivalent senior leaders.
Exceptional Microsoft Office Suite skills (Outlook, OneNote, PowerPoint, Excel, SharePoint, and OneDrive).
Proficiency using MS Teams and Zoom communication tools and VTC technology.
Experience making travel arrangements and using travel and expense software (e.g., Concur).
Strong interpersonal, written, and verbal communication skills and the ability to collaborate with MITRE management, staff, and clients.
Ability to quickly adapt to schedule changes in a fast-paced environment.
Ability to provide occasional off-hours support.
Works independently and proactively to support the needs of the officer; requires approval on matters of significant importance.
A keen eye for detail with the ability to identify, assess, and proactively respond to mitigate or correct unforeseen obstacles.
This position has an on-site requirement of 5 days a week on-site.
Preferred Qualifications:
Bachelor’s degree with a minimum of 4 years of related experience or a master’s degree.
Proficiency with mobile technology (iPhone/iPad).
Technical background or familiarity working in a technical environment.
Familiarity with Project Management Tools.
Experience working within a highly matrixed organization supporting VP and/or SVP level officers.
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):
None
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. For further information please visit the Equal Employment Opportunity Commission website Know Your Rights Poster.
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Title: Corporate Office Associate, Administrative Services
Company: The Scion Group
Location: Chicago, IL
