Administration D - Administrative Assistant

L3HHCM20•Malabar, FL

17h•Onsite

About The Position

The Administrative Assistant for the F-35 Business Area and Malabar Site is responsible for efficiently managing calendars, meetings, and logistics to ensure seamless operations. Additionally, the assistant will host on-site meetings, manage visitor access, and oversee special projects, corporate events, and office administration tasks, fostering strong relationships with internal and external teams to support overall business objectives.

Requirements

Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.

Nice To Haves

Time Management- Ability to prioritize tasks effectively and manage multiple responsibilities simultaneously.
Detail-Oriented- Strong attention to detail ensuring accuracy in meeting logistics, document management, and communication.
Communication Skills- Excellent verbal and written communication skills to interact with stakeholders and convey information clearly.
Problem-Solving Skills- Proactive in identifying issues and finding solutions promptly.
Technical Proficiency- Proficient in using office software (e.g., Microsoft Office Suite) and other relevant tools (e.g., video conferencing software, scheduling platforms).
Flexibility and Adaptability- Ability to adapt to changing priorities and work effectively in a dynamic environment.
Interpersonal Skills- Strong interpersonal skills to build relationships with internal and external stakeholders.
Project Management- Skills in planning, executing, and overseeing projects, including event planning and special projects.
Discretion and Confidentiality- Ability to handle sensitive information with discretion and maintain confidentiality.
Customer Service Orientation- Provides a professional and welcoming environment for all guests and stakeholders, ensuring customer satisfaction.

Responsibilities

Efficiently manage calendars to maximize in-person attendance and minimize conflicts and travel time.
Prioritize meetings and manage logistics including room bookings, AV setups, and catering.
Prepare agendas and distribute briefing materials in advance of meetings for all relevant participants.
Coordinate, book, and manage travel arrangements for key stakeholders and staff.
Manage and update program documents (action items, org charts, communications) and ensure timely closure of action items.
Proof-read, polish, and ensure presentation materials are executive-ready.
Draft and manage leadership correspondence, ensuring professional, timely, and accurate communications.
Host and manage on-site meetings, handle visitor badging, and maintain a professional environment for guests.
Accurately manage and submit leadership expense reports in compliance with company policies.
Lead special projects, plan corporate events, assist with office administration, and facilitate relationship building and coordination among teams.
Ability to obtain US Government clearance.