Administrative Assistant to PS Operations Directors
About The Position
This position will report directly to the PS Director of Operations and also provide administrative support to additional MSL Operations Director's. This role will collaborate with the Missile Propulsion (MP) sector and MSL segment executive assistants to support site events at the Huntsville Headquarters site and provide coverage during PTO and vacancies of other assistants. Responsibilities include management of schedules, special presentation preparation, coordination of special events, conference room meeting setup, travel arrangements, expense reporting, food services and support of communications to executives and customers. This role will require frequent interaction with intra- and inter-organizational contacts, customers, vendors, and representatives of professional organizations and public agencies that will require good diplomacy and judgment to resolve conflicting needs, and ability for discreetly handling sensitive internal and proprietary data. This position may also be involved in meetings in which management-only discussions occur, so discretion is required. Will also be responsible for maintaining an inventory of supplies with ordering authority that may eventually include delegated buyer authority. Under minimal supervision, performs a variety of executive administrative support duties that are complex in nature and where judgment and initiative are required in resolving problems and making recommendations.
Requirements
- Requires a High School Diploma or equivalent and a minimum of 4 years of prior relevant experience or 2 years post-Secondary/Associates Degree with 0 to 2 years of prior related experience.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, & Teams.
- Must possess strong organization skills and attention to detail.
- Ability to multi-task with frequent interruptions and critical time constraints.
- Demonstrate high level of maturity and confidentiality relating to sensitive information.
- Maintain sensitive documents/files for leaders.
- Effectively prioritize assignments, providing consistent quality results.
- Effectively work as a team member.
- Successfully establish and maintain cooperative working relationships.
- Effectively communicate with all levels of management and individual contributors.
Nice To Haves
- Experience working in a large, complex, highly regulated corporate environment is required.
- Experience working in a fast-paced, large corporate or aerospace and defense environment preferred.
- Experience supporting leaders in a large, matrixed corporate environment preferred
- Knowledge of Oracle MRP systems a plus.
- SharePoint administration.
- Experience using Concur (for booking and expense reports) is highly preferred.
- At least 2 years as a senior administrative assistant at large corporation.
Responsibilities
- Management of schedules
- Special presentation preparation
- Coordination of special events
- Conference room meeting setup
- Travel arrangements
- Expense reporting
- Food services
- Support of communications to executives and customers
- Scheduling, calendar maintenance and direct report coordination for the Director of Quality and Directors of Supply Chain Management
- Support of HQ site events and functional meetings, to include catering, coordination, room assignments and stakeholder communications
- Supports the Strategic Systems Huntsville-based group with customer events
- Travel Booking & Expense Reporting for leaders, with responsibility to monitor travel issues and changes
- Functional team support, business rhythm and performance data collection and dissemination
- Maintaining an inventory of supplies with ordering authority that may eventually include delegated buyer authority
- Analyzing and establishing plans to meet key project objectives, and to identify and resolve issues
- Monitoring and managing critical department and project information, and schedules
- Providing administrative guidance for activities in defined scope of responsibilities
- Providing guidance and mentoring to other assistants
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
