Administrative Functional Support Level 4

Northrop Grumman • Los Angeles, CA

3d • $66,600 - $111,000 • Onsite

About The Position

Northrop Grumman Mission Systems is seeking an Administrative Assistant 4 to support the Advanced Navigation Operation Unit and Business Development & Contracts for the Navigation & Cockpit Systems Business Unit onsite in Woodland Hills, California. The role supports the respective Operating Unit Director and their teams in a dynamic, customer-facing environment in the high-technology defense industry, with delegated authority and responsibility. The successful candidate is an independent, proactive, customer-oriented thinker who can manage a fast-paced, multifaceted workload and support multiple directors, managers, employees, and priorities.

The position coordinates leadership and customer meetings, calendars, travel, communications, business processes, and administrative requirements. It handles confidential matters, prepares executive-ready materials, supports organizational and facilities needs, and follows up on actions for the director. The role requires onsite work and reasonable schedule flexibility for critical customer visits, leadership reviews, and program events. Travel is 10% of the time; relocation assistance is not available. No clearance is required to start.

Requirements

• High school diploma with a minimum of 6 years of additional education and/or relevant professional experience.
• Advanced proficiency in Word, PowerPoint, Outlook, Excel, Teams, and SharePoint, including preparation of leadership-ready products.
• Demonstrated experience coordinating Outlook calendars, conference calls, and shared-link applications.
• Demonstrated experience coordinating on-site and off-site customer meetings or events, including ordering, receiving, and setting up food and refreshments.
• Demonstrated experience making travel arrangements and preparing accurate, timely expense reports.
• Experience compiling, proofreading, formatting, and integrating inputs into executive-level reports, correspondence, and presentations.
• Strong written and verbal communication skills, including professional interaction with customers and senior leadership.
• Ability to work onsite and provide reasonable schedule flexibility for critical customer visits, leadership reviews, and program events, as required.
• Must be a U.S. Person.

Nice To Haves

• Bachelor’s or associate degree, preferably in a business- or technical-related field.
• Experience with SAP, Concur, S4, SmartBuy, facilities systems, purchase requests, onboarding, equipment coordination, and related business processes.
• Experience using SharePoint, Teams, OneNote, Planner, or equivalent tools for collaboration, information management, and action tracking.
• Experience proofreading, formatting, and quality-checking executive correspondence, presentations, reports, and customer-facing materials.
• Proactive, highly motivated, and adaptable approach, with excellent organizational skills and the ability to manage multiple tasks, changing needs, and competing priorities.
• Highly developed verbal and written communication skills and proven success organizing, prioritizing, and completing responsibilities.
• Experience interfacing autonomously with executive-level internal and external contacts.
• Experience coordinating recurring monthly and quarterly reviews for business, division, sector, or customer leadership.

Responsibilities

• Coordinate internal, customer, and executive meetings, including agendas, facilities, catering, visitor logistics, meeting materials, and follow-up.
• Manage director calendars, resolve scheduling conflicts, coordinate agendas for customer visits, and interface with customers.
• Coordinate visitor access and badging, receive visitors, and administer customer clearance receipt and badging processes.
• Maintain leadership schedules and organizational calendars, and adjust director schedules and associated departmental activities.
• Assist directors and teams with travel arrangements and timely expense reports.
• Handle confidential business matters and organize administrative requirements effectively and efficiently.
• Draft, format, and coordinate executive correspondence, customer communications, reports, and briefing materials.
• Coordinate staff meetings and leadership operating rhythms, including agendas, presentation inputs, minutes, decisions, and action-item tracking.
• Use Microsoft 365 tools to prepare high-quality reports, presentations, and other documents.
• Use Concur to arrange travel, monitor approvals, resolve issues, and submit accurate and timely expense reports.
• Collaborate with other administrative assistants to ensure continuity of support, coordinate shared events, and provide backup coverage.
• Support onboarding, office moves, equipment requests, facilities requests, purchase requests, and organizational changes.
• Follow up on actions on behalf of the director and perform other tasks as directed.

Benefits

• Health Plan
• Savings Plan
• Paid Time Off
• Education Assistance
• Training and Development
• 9/80 Work Schedule (where available)
• Health insurance coverage
• Life and disability insurance
• Company-paid holidays
• Paid time off (PTO) for vacation and/or personal business
• Depending on position, eligibility for overtime, shift differential, and a discretionary bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED