Administrative Assistant 4

Northrop Grumman•Baltimore, MD

3d•$63,500 - $105,900•Onsite

About The Position

Northrop Grumman is seeking an Executive Assistant to support the Director of Systems Engineering Integration and Test organization in Baltimore, MD. This position coordinates business meetings, arranges, maintains, and modifies the Director’s schedule and associated departmental activities; handles confidential business matters and maintains effective and efficient organization of administrative requirements. This is an exciting, dynamic environment at the cutting edge of global business in the high technology defense industry. 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. The administrative assistant is responsible for preparing and releasing a variety of complex communications and documents that affect the Operations department; following procedures which includes appropriate access to proprietary information; preparing and adjusting travel arrangements and completing expense reports; coordinate various department events; coordinating VIP visits, agendas, and tours to the facility; and generally acting and making decisions in alignment with the Director’s leadership. In addition, the assistant will be called upon to provide support for key direct and dotted-line reports to the Directors within Engineering. The candidate must be reliable, resourceful, work accurately and independently and with an ability to anticipate, initiate and follow through with all work requirements, and be able to work extended hours as needed. Will be responsible for handling calendars with precision as well as travel plans. This position requires excellent interpersonal skills and professionalism, a high level of discretion and confidentiality, the ability to interact with internal and external customers as well as senior management, be able to organize and prioritize tasks with minimum supervision, and possess strong office management and office technology skills. The nature of the position involves exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. Will also be responsible for routine administrative duties: coordinates staff meetings, teleconferences, answers telephones, screens calls and forwards messages, prepares expense reports, and maintains filing system. Ordering and managing refreshments and luncheons for some meetings is required. Candidate will use Microsoft Office to produce high quality reports, presentations, or other documents.

Requirements

High School Diploma with a minimum of six years supporting senior executives medium to large size corporate environment.
Computer skills required include advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook and Excel)
Ability to obtain/maintain Secret security clearance.
Experience with making travel arrangements
Experience with Concur (or similar) travel and expense reporting system for reporting domestic and international travel.
Ability to complete a wide variety of tasks with minimal supervision.
Ability to efficiently coordinate Outlook calendar, conference call, and shared link applications.
Must have experience in supporting a variety of senior management levels and administrative support within an organization.
Ability to work onsite full-time in Baltimore

Nice To Haves

SharePoint (or equivalent), and intranet/internet proficiency.
Ability to compile and generate reports and presentations.
Prior experience coordinating both on and off-site meetings and/or events.
Experience proofreading and correcting documents for grammatical errors.
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.
Must be able to interface with executive level internal and external contacts with considerable autonomy.
Knowledge of NGC resources, policies, and procedures is desirable

Responsibilities

Making travel arrangements and completing expense reports
Managing calendars
Answering incoming calls and responding to general requests
Scheduling meetings and arranging conference rooms and video/audio
Editing and updating presentations and documents
Collaborating with administrative professionals in related organizations
Organizing and arranging major organization events
Organizing catering, audio/ video, and other essential services as needed
Developing and maintaining organization charts
Ordering office supplies, computers, and telephones
Assisting in maintaining organization's collaboration sites
Answering questions relating to office operations and established policies and procedures
Preparing and releasing a variety of complex communications and documents that affect the Operations department
Following procedures which includes appropriate access to proprietary information
Preparing and adjusting travel arrangements and completing expense reports
Coordinate various department events
Coordinating VIP visits, agendas, and tours to the facility
Acting and making decisions in alignment with the Director’s leadership
Provide support for key direct and dotted-line reports to the Directors within Engineering
Handling calendars with precision
Coordinating staff meetings, teleconferences
Answering telephones, screening calls and forwarding messages
Maintaining filing system
Ordering and managing refreshments and luncheons for some meetings