Administrative Assistant 3

Ingalls Shipbuilding•Newport News, VA

3d•Onsite

About The Position

Provides comprehensive administrative, operational, and logistical support to program leadership and organization. Performs complex administrative functions requiring independent judgement, initiative, discretion, strong communication skills, and the ability to manage multiple competing priorities. Coordinates activities across departments and levels of management, researches and resolves administrative and operational issues, supports facility and records-management requirements, and anticipates the needs of leadership and the organization.

Requirements

High School/GED and 4 years of additional education and/or experience

Nice To Haves

VMS, SAP knowledge, SMAX, IndySoft

Responsibilities

Manages and maintains leadership calendars, including scheduling and coordinating meetings, resolving scheduling conflicts, monitoring upcoming commitments, and ensuring leadership schedules are accurate and appropriately prioritized.
Coordinates meetings, conferences, executive visits, and other events. Identifies and reserves appropriate meeting spaces, assists with conference room setup, coordinates equipment and logistical requirements, and serves as a resource for personnel throughout the organization seeking assistance with meeting and conference room arrangements.
Coordinates catering and other meeting related services when required, including planning ahead for attendance and business needs, monitoring applicable per diem or spending limitations, placing orders, and ensuring appropriate supporting documentation is maintained.
Prepares, processes, and reconciles expense reports and other business expenses in accordance with company policies and financial requirements.
Provides administrative support to leadership, including preparing correspondence, reviewing draft and final documents for accuracy, formatting, and grammatical usage, maintain files and reference materials, responding to inquiries, and directing personnel to appropriate resources.
Serves as the designated Building Owner and primary administrative point of contact for facility related concerns, initiates and tracks service requests, coordinates with Facilities and other responsible organizations, and communicates outages, maintenance activities, access restrictions, and other building related information to affected personnel.
Miscellaneous functions including recognition programs, Records Coordinator, & Ethics Compliance Advocate.
Performs normal office functions such as setting up and maintaining files
Interviewing callers and making proper referrals
Receiving, referring, or answering mail
Answers questions relating to office operations and established policies and procedures
May take and transcribe dictation.