Enterprise Communications Team Coordinator

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MITRE is seeking an Enterprise Communications (EC) Team Coordinator who will be responsible for supporting the Director and Senior leadership of Enterprise Communications. The Team Coordinator applies introductory knowledge of media, public relations and communications to contribute to strategies that protect and enhance the reputation of MITRE; inform, engage and inspire team members and stakeholders; and support the Enterprise Communications team in advancing overall organizational goals. The ideal candidate will have a demonstrated enthusiasm for coordinating an integrated communications department and managing day-to-day functions for the team, demonstrating independent judgment and creativity. This person will build strong relationships with stakeholders to advance the departments goals and vision. Additionally, they will be a hands-on, proactive, results-oriented communicator who is passionate about achieving successful outcomes.

The location for this position is in McLean, VA.

Roles and Responsibilities:

Managing the Director’s daily schedule requiring the ability to prioritize and swiftly execute internal/external requests, scheduling, meeting coordination and office collaboration.

Engage with the Director as a strategic partner and to respond quickly and efficiently to rapidly changing requests, consistently operating strategically anticipating needs/direction of the Enterprise Innovation and Integration Office in alignment with Director’s identified priorities and corporate goals.

Responsible for arranging for the Director’s travel from start to finish, aspects include (but not limited to) scheduling, detailed travel itineraries, and promptly processing travel expense reports.

Preparing and promptly processing expense reports on behalf of the Director and EC SLT.

Engaging with external partners and senior executives from government, commercial industry, and academia coordinating all aspects of sponsored events and internal/external office visits.

Responsible for event planning, coordinating, and supporting of meetings, presentations, and employee engagement events hosted by EC.

Maintaining security of highly sensitive and confidential information consistently operating at the highest level to protect sensitive information maintaining the integrity of EC.

Maintains paper and electronic files of all correspondence, documents, reports, and other materials.

Maintains and updates Outlook with current information, including distribution lists

Schedules and maintains directors calendar

Provides necessary logistics for meetings (internal and external) such as agenda, facilities and catering, accommodations and technical equipment

Prepares, edits and distributes reports, agendas, letters, meeting minutes, organizational charts and other documents

Ensure all correspondence and documents have a professional appearance and organized in a clear, concise and professional manner with correct grammar, punctuation and spelling

Assists in development and execution of digital/visual communication projects

Schedules video and editorial projects into system

Effectively meets deadlines while working on multiple projects with various stakeholders

Required Qualifications:

Typically requires a minimum of 2 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.

Ability to travel (15%) in support of the Enterprise Communications team. Generally, travel is to our Bedford, MA campus but may include other locations as requested.

Preferred Qualifications:

Experience with Concur travel and/or Concur expense software.

Previous work in a PR agency or management consulting setting.

High level of poise, professionalism, tact, and diplomacy working closely, with highly sensitive information, MITRE corporate executives, Sponsors, MITRE employees and support personnel.

Ability to be in the office 4x a week and provide occasional off hour support.

Competency with the latest mobile, desktop and VTC technologies and meeting platforms (Microsoft Teams and Zoom).

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

Superior interpersonal, written, and verbal communication skills

Ability to work collaboratively with others.

Strong organization skills with attention to detail.

Able to work independently, proactively assess situations and make decisions within broadly defined practices and procedures, often with highly sensitive information.

Ability to quickly adapt to schedule changes in this fast-paced environment.

Analytical skills

Skilled in Outlook, Word, Excel, PowerPoint

Skilled in managing multiple calendars

Attend program/project meetings and senior leadership meetings as needed, maintaining meeting minutes and following up on team deliverables.

Support preparation of project/program specific reporting (i.e., weekly client reports, project schedule updates, program master schedule updates).

Assist with procurement and vendor coordination, placing orders and tracking deliveries

Track timeliness of responses to various tasks and deliverables. Monitor, track and communicate changes in timelines, deliverables, etc. to support project/program schedule.

Coordinate timely closeout of project and assist in gathering required closeout updates and documentation.

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

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