Administrative Assistant 4

Northrop Grumman•Los Angeles, CA

5d•$66,600 - $111,000•Onsite

About The Position

Northrop Grumman Mission Systems (NGMS) is seeking an Administrative Assistant 4 to support the Artificial Intelligence and Analytics (AI&I) department onsite in Woodland Hills, CA and interfaces with other campuses within the broader OU. This is an exciting, dynamic environment at the cutting edge of business in the high technology defense industry. The individual in this role will get to work in a challenging, internal, and customer-facing role that also has a lot of delegated authority/responsibility while working directly for a Department Manager and his team. The successful candidate will work well in a highly dynamic environment, be an independent thinker, be customer oriented, be proactive and have a track record of working in a fast-paced, multi-faceted environment with a high daily workload supporting multiple managers, employees, and priorities as required. Keys to success include: Working well under pressure. Ability to solve problems independently. Completing requirements in a fast-paced, multifaceted team environment.

Requirements

High School Diploma with a minimum of 6+ years’ additional education and/or professional relevant experience.
Advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook and Excel).
Demonstrated experience coordinating Outlook calendars, conference call, and shared link applications.
Demonstrated experience coordinating both on and off-site meetings and/or events with customers, including ordering, receiving and setting up food and refreshments.
Demonstrated experience making travel arrangements and expense reporting.
Demonstrated experience compiling and generating reports and presentations.
US Citizenship required.
Active/current Top Secret security clearance required to be considered and the ability to meet additional customer-specific security screening requirements.

Nice To Haves

Bachelor’s or associate degree, preferably in business or technical related field.
Experience with SAP, Concur, Facilities requests, S4, SmartBuy, etc.
SharePoint (or equivalent), and intranet/internet proficiency.
Experience proofreading and correcting documents for grammatical errors.
Demonstrated ability to be proactive, highly motivated and adaptable, with excellent organizational skills including the ability to juggle multiple tasks, changing needs, and competing priorities.
Highly developed verbal and written communication skills and proven success in organizing, prioritizing, and completing assigned responsibilities.
Experience interfacing with executive level internal and external contacts with considerable autonomy.

Responsibilities

Coordinate business meetings, both internal as well as for Customers and VIPs. This includes ordering and setting up food for the attendees and post visit clean-up.
Manage the Manager and the team’s calendar, coordinating agendas for customer and VIP visits, and interfacing with Customer.
Arrange visitor badging and receive visitors including customers and other contractors.
Coordinating receipt of customer clearances and administering customer badging process.
Arrange, maintain, and modify the Manager’s schedule and associated departmental activities.
Assist the Manager and team with making travel arrangements and submitting expense reports.
Handle confidential business matters and maintain effective and efficient organization of administrative requirements.
Prepare correspondence.
Set up conference calls and VTCs; transfer data between networks; and handle information requests.
Make and adjust travel arrangements and complete expense reports.
Coordinating staff meetings; answering telephones, screening calls, forwarding messages, and maintaining a filing system.
Provide some administrative support for programs that report to the Director.
Use Microsoft Office to produce high quality reports, presentations, or other documents.
Use the Northrop Grumman travel system (Concur) to make travel arrangements and process expense reports.
Support other admin assistants as needed.
Follow-up on actions on behalf of the director and perform other tasks as directed by the director.