Administrative Assistant 2 or 3

Northrop Grumman•San Diego, CA

1d•$47,200 - $93,400•Onsite

About The Position

Northrop Grumman's Intelligence Systems Division designs, builds and delivers space, defense and aviation-related systems to customers around the world. Our main products include launch vehicles and related propulsion systems; missile products, subsystems and defense electronics; precision weapons, armament systems and ammunition; satellites and associated space components and services; and advanced aerospace structures. We are currently seeking an Administrative Assistant to perform a diverse set of complex assignments and tasks that require initiative and independent judgement. The Administrative Assistant provides data and information to others on functional unit processes such as finance, purchasing, or for a specific project/business/technical unit. The ideal candidate will provide support to assigned members of the Structures Operating Unit (OU) leadership. This position will be located in San Diego, CA.

Requirements

H.S. diploma or equivalent and a minimum of 2+ years’ experience as a Sr. Level Administrative Assistant or Executive Assistant, supporting Managers and Directors. (for Level 2)
H.S. diploma or equivalent and a minimum of 5+ years’ experience as a Sr. Level Administrative Assistant or Executive Assistant, supporting Managers and Directors. (for Level 3)
Strong interpersonal, communication and organizational skills.
Ability to manage multiple concurrent and conflicting assignments.
Intermediate to High-level MS Office skills.
U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.

Nice To Haves

Strong ability to multi-task with competing priorities in a positive manner
Ability to support team scattered around multiple time zones
Strong proofreading and document preparation skills

Responsibilities

Proactively manage high volume calendars (currently three). Prioritize and schedule recurring meetings, handle quick turn ad-hoc requests, monitor and act upon upcoming needs, and resolve frequent schedule conflicts. Schedule meetings as requested for other assigned staff (currently two).
Support weekly, monthly, quarterly and ad-hoc reporting and presentation requirements. Forecast deliverables, collect and summarize data, prepare draft documents, plan and schedule reviews, and facilitate complete and timely submissions.
Make domestic and international travel arrangements and process expense reports in a timely manner for assigned staff (currently five).
Attend OU Operations, and OU Business staff meetings; publish agendas and follow-up on action items.
Plan, Schedule and Lead quarterly all hands meeting planning and execution for the OU. Working with the leadership team, draft and finalize presentation material, coordinate IT, facilities, and other resources needed to ensure successful events for 500+ local employees. Coordinate OU remote office all hands sessions.
Interface and coordinate with BU Executive Admin on calendar planning and business unit deliverable submissions.
Act as back-up role to the BU Administrative Assistant as required
Review, edit and distribute internal announcements.
Support customer meetings and internal VIP meeting preparation including meeting materials, event planning, facility tour readiness, and overall event coordination.
Arrange and execute support for a variety of internal on-site and off-site meetings, including conference room reservations and catering. Manage the OU New Hire Welcome meeting/lunch program.
Respond to a wide variety of OU employee requests; provide direct support and/or resource referrals as appropriate.
Manage and/or support special projects as assigned.
Provide back-up support for other administrative staff as needed.