Administrative and Operations Coordinator

Administrative and Operations Coordinator Location Hybrid remote in Bedford, MA :

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MITRE is seeking an Administrative and Operations Coordinator to lead key administrative functions and support business operations and seamless execution of projects. As a member of the Operations and Administration department, the Coordinator will be an integral part of this central team, including managing calendars and event planning, attending meetings, capturing notes, and tracking action items and times to completion. This role will provide administrative support and project and events-based coordination to the local Finance leaders and team, generating opportunities for connection within the Bedford campus team. Additionally, this role will support key projects, responsibilities, and functions supporting the whole of the finance organization.

The position is located in our Bedford office and will report to the Business Operations Manager, and will collaborate closely with the Director, Growth and Transformation and other Bedford-based Finance leaders.

Roles and Responsibilities:

• Track and manage progress on action items and top priorities for Finance Directors and executives.

• Envision, arrange, coordinate, and support various meetings, presentations, and employee engagement events, To include, attendance tracking, arranging for venue and catering needs, duplication of materials, coordinating audio-visual needs, etc.

• Coordination and project management support for both ongoing initiatives and special projects, maintaining timelines, lists, reports, presentations, and overall project plans.

• Complex event planning and calendaring, which requires the ability to prioritize requirements and demands.

• Creating meeting planning checklists and tracking to ensure all items are completed within the appropriate timeframes.

• Attending meetings and recording notes and actions as needed.

• Working in a collaborative atmosphere with team members across multiple locations to ensure seamless execution of tasks and events.

• Drafting and creating content that is visually appealing and clearly articulates messages.

• Drafting and creating templates to collect and consolidate data and other information to be synthesized and presented to large audiences.

• Updating the Finance organization internal website with key documents, materials, and content

• Managing and shepherding subcontracts through the procurement process, which includes generating PRs and POs for approval and engaging business counterparts and leadership as needed.

• Maintain current organizational charts and contact lists.

• Manage Outlook calendars, schedule meetings.

• Plan and book travel; manage expense processes.

• Assist with ad hoc special project assignments, when needed.

Minimum Qualifications:

• Bachelor's degree and a minimum of 2 years of related experience; or an advanced degree with relevant experience who can immediately contribute at this job step; or equivalent combination of related education and work experience.

• High level of poise, tact, and diplomacy in working closely, often under time pressure, with highly sensitive information, with a diverse group of executives, customers, managers, and support personnel.

• Ability to provide occasional out of normal business hour support.

• Ability to effectively apply strong self-organization and time management skills, with considerable emphasis on self-initiation.

• Superior interpersonal, written, and verbal communication skills, with ability to work collaboratively with others.

• Strong organizational skills with attention to detail.

• Able to proactively assess situations and make decisions within broadly defined practices and procedures.

• Demonstrated experience with Microsoft Office, with strong capabilities with Microsoft PowerPoint, Word, Excel and Outlook.

• Competence in the latest mobile, desktop, and VTC technologies (Microsoft Teams, Zoom, etc.).

• Ability to troubleshoot and resolve technical issues as they arise.

Preferred Qualifications:

• Experience with Microsoft Teams toolsets / apps.

• Experience with Concur travel and expense software.

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:

Hybrid

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