Department Summary:

MITRE | Australia is redefining how national security challenges are tackled—not just for Australia, but for the world. As Australia’s first national security charity, we are driven by a bold vision: to harness cutting-edge science, technology, and strategic expertise to strengthen Australia’s defence and security ecosystem.

Working at the intersection of government, industry, and academia, we break down silos, accelerate time to impact, and foster game-changing collaboration. As a trusted partner, MITRE | Australia is committed to driving innovation that enhances the collective defence and technological edge of Australia.

This is not just another role—it’s an opportunity to be part of something transformative. MITRE | Australia brings the best minds together to solve the toughest security challenges, leveraging innovation to protect and defend in an increasingly complex world.

Join us in developing solutions for our most pressing national security challenges—where your expertise, creativity, and drive will help build a more secure future for Australia.

Roles & Responsibilities:

MITRE | Australia is seeking a dynamic, enthusiastic, and highly adaptable Administrative & Site Assistant to directly support the Managing Director (MD) and leadership team, while providing comprehensive support to our expanding staff and overall site needs in Canberra. This multi-faceted role offers a unique opportunity to shape and influence the administrative backbone of an expanding organisation dedicated to mission excellence, operational innovation, and national security.

Located in Canberra, Australia, this position combines executive-level administrative support for the MD and broader leadership with essential site administration responsibilities, ensuring smooth daily operations and exceptional first impressions as the front-line ambassador of MITRE Australia.

In this exciting and diverse role, you will:

Serve as the trusted partner to the Managing Director, proactively understanding leadership priorities, anticipating executive needs, and ensuring efficient management of the MD's schedule, communications, and administrative tasks.

Provide comprehensive support to the Leadership Team, Site Staff, and Site assistance fostering a collaborative, positive, and efficient working environment.

Act as the primary contact at the front desk, warmly welcoming visitors, handling incoming communications, and representing MITRE Australia professionally to guests, government officials, partners, and stakeholders.

Manage and maintain complex scheduling, meetings, and event coordination, including arranging venues, catering, room set-up, agendas, note-taking, presentation preparation, and timely follow-ups.

Oversee general office management tasks, including ordering supplies, maintaining office readiness, and ensuring smooth operations daily.

Prepare, produce, and distribute communications, meeting briefings, read-ahead materials, and other executive-level documentation.

Handle highly confidential and sensitive information with professionalism, diplomacy, and discretion, complying fully with Australian and U.S. security procedures.

Arrange detailed travel itineraries and manage travel logistics for the MD and senior leadership, ensuring compliance with MITRE's travel policies and processes.

Track business expenses, manage administrative records, and process timely expense reports.

Coordinate timecard validation by collecting and reviewing employee submissions, ensuring accuracy and completeness before forwarding to payroll, and assisting payroll with prompt resolution of any discrepancies or issues.

Collaborate closely with MITRE’s broader executive administrative teams to deliver seamless support across time zones and geographies.

Demonstrate flexibility and adaptability, willingly stepping in to handle both executive-level tasks and day-to-day operational needs, always with a positive and solution-oriented approach.

Required Qualifications:

Bachelor’s degree with at least 2 years of related administrative experience or equivalent combination of education and practical executive and administrative support experience.

Proven recent experience supporting senior executives or managing directors in dynamic, rapidly evolving organisational settings.

Exceptional proficiency with Microsoft Office Suite (Outlook, OneNote, PowerPoint, Excel, SharePoint, OneDrive) and familiarity with MS Teams, Zoom, and virtual meeting platforms.

Demonstrated ability to organise and coordinate complex schedules, manage detailed travel arrangements, and handle administrative logistics with precision and efficiency.

Excellent interpersonal, verbal, and written communication skills, including experience interacting effectively with executives, government officials, stakeholders, and visitors.

Ability and enthusiasm to thrive in a varied and dynamic role—equally comfortable handling high-level executive tasks and site-level administrative duties, including front-door management.

Strong organisational and problem-solving capabilities, attention to detail, adaptability, initiative, and impeccable follow-through.

Ability to be onsite full-time (5 days per week), providing occasional off-hours support as necessary.

Active Australian Negative Vetting Level 1 (NV1) security clearance or eligibility and willingness to obtain and maintain such clearance.

Preferred Qualifications:

Bachelor’s degree with 4+ years of relevant executive assistant, administrative, or site support experience; Master’s degree preferred.

Previous experience in administrative roles within Australian Defence, Intelligence, National Security, or multinational corporate environments.

Familiarity with modern digital productivity tools (iPhone/iPad, collaborative apps) and comfort adapting to new technologies.

Prior experience working in highly matrixed, multinational, or rapidly expanding organisations.

Knowledge of Defence Industry Security Program (DISP), Defence Security Principles Framework (DSPF), and Australian Government security protocols.

Familiarity with payroll processes and procedures, and experience liaising with payroll departments to resolve timekeeping discrepancies.

Active Australian NV1 or higher security clearance (NV2/PV).

Applications, including resumes and cover letters, will be accepted and reviewed for 14 days from the posting date of this position.