Administrative Assistant 4

Northrop Grumman•Rolling Meadows, IL

2d•$63,500 - $105,900•Onsite

About The Position

At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work — and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history. Northrop Grumman Mission Systems is seeking an Administrative Assistant (level 4). This opportunity is located onsite in our Rolling Meadows facility. The position requires a self-motivated professional who will provide high-level administrative and operational support to the Operating Unit Director of the Survivability Development Programs operating unit within the Mission Survivability Systems business unit and the broader leadership team. This role manages complex calendars, coordinates senior-level meetings and events, prepares executive-level communications and presentations, and serves as a key point of contact for internal and external stakeholders. The ideal candidate is proactive, highly organized, exercises sound judgment and can effectively manage multiple priorities in a fast-paced environment while maintaining strict confidentiality.

Requirements

High School diploma or equivalent and 6 years additional education and/or related experience.
Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, and Excel) to maintain calendars, coordinate meetings and compose briefings, reports, correspondence, and memorandum.
Mastery of digital collaboration tools (Zoom, Teams, etc.) and knowledge of protocols for virtual or hybrid gatherings, understanding features (chat, screenshare, breakout rooms), ability to troubleshoot and solve minor issues in real time.
Experience in planning and providing logistical support for meetings and events, including making catering arrangements.
US Citizenship.

Nice To Haves

Government/Military/Aerospace and Defense industry experience.
Experience supporting multiple members of senior level management.
Previous support of geographically dispersed teams.
Experience in reviewing and editing written material for correct spelling and grammar.
Knowledge of NGC resources, policies, and procedures.
Advanced experience with Concur (or similar) travel and expense reporting system.
SharePoint (or equivalent), and intranet/internet proficiency.
Ability to obtain/maintain Secret and SAP security clearance.

Responsibilities

Manage complex calendars, including scheduling meetings, resolving conflicts, and ensuring appropriate preparation time and materials for the executive.
Coordinate domestic and international travel arrangements, including itineraries, transportation, lodging, and changes as needed.
Plan and support leadership meetings, town halls, and other events (agenda development, materials preparation, logistics, minutes, and follow-up actions).
Prepare, edit, and format correspondence, reports, presentations, and other executive-level documents with a high degree of accuracy and professionalism.
Screen, prioritize, and route incoming emails, calls, and requests; respond on behalf of the executive where appropriate and escalate issues as needed.
Track and support completion of action items, deadlines, and recurring deliverables for the executive and leadership team.
Process and reconcile expense reports, purchasing requests, and other administrative transactions in accordance with company procedures.
Maintain organized files and records (electronic and paper) to ensure easy retrieval and compliance with records-management requirements.
Build and maintain effective working relationships with internal partners and external stakeholders, representing the executive with professionalism and discretion.
Handle sensitive and confidential information with the highest level of integrity and judgment.
Anticipating the executive needs and ability to solve complex operational bottlenecks independently.
Support special projects and ad-hoc assignments as requested by the executive or HR/leadership.