Administrative Functional Support Level 4

Northrop Grumman • Los Angeles, CA

6d • $66,600 - $111,000 • Onsite

About The Position

Northrop Grumman Mission Systems is seeking an Administrative Assistant 4 to support the Integrated Digital Systems, Navigator Life Cycle Programs, and IMU/IRU operating units onsite in Woodland Hills, California. The role supports an internal and customer-facing organization in the defense industry and works with the Operating Unit Director and their teams. It requires an independent, proactive, customer-oriented professional who can manage a high workload, multiple priorities, and a dynamic work environment while supporting directors, managers, employees, and customers.

The successful candidate coordinates executive and customer meetings, calendars, travel, correspondence, leadership operating rhythms, and administrative requirements. The role also supports onboarding, office moves, equipment and facilities requests, purchase requests, and organizational changes, while handling confidential business matters and following up on actions for the director. The position is onsite and requires schedule flexibility for critical customer visits, leadership reviews, program events, and other business needs. Travel is required up to 10% of the time.

Requirements

• High school diploma or equivalent and at least 6 years of relevant administrative, business operations, executive support, or related professional experience.
• Demonstrated experience using Microsoft Word, PowerPoint, Outlook, Excel, Teams, and SharePoint to prepare business documents, presentations, correspondence, reports, or other leadership-facing materials.
• Demonstrated experience managing calendars, scheduling meetings, coordinating conference calls, and supporting shared calendars or collaboration platforms.
• Demonstrated experience coordinating onsite or offsite meetings and events, including scheduling, logistics, meeting materials, facilities coordination, or vendor support.
• Demonstrated experience coordinating business travel and completing travel and expense reporting.
• Demonstrated experience compiling, proofreading, formatting, and integrating information into reports, correspondence, presentations, or other executive-level documents.
• Demonstrated experience supporting senior leaders, executives, customers, or other internal or external stakeholders through administrative coordination and professional correspondence.
• Ability to work onsite and provide schedule flexibility for critical customer visits, leadership reviews, program events, and other business needs.

Nice To Haves

• Associate’s or bachelor’s degree in Business Administration, Management, Communications, or a related discipline.
• Experience using SAP, Concur, SmartBuy, facilities-management systems, purchase-request systems, or comparable business applications.
• Experience supporting onboarding, equipment coordination, purchase requests, facilities activities, or related business operations processes.
• Experience using collaboration and workflow tools such as SharePoint, Teams, OneNote, Planner, or comparable platforms for information management and action tracking.
• Experience providing executive-level administrative support while independently managing multiple priorities, deadlines, and workstreams.
• Experience coordinating recurring monthly or quarterly business reviews, leadership meetings, or customer reviews.
• Experience interacting with executive-level internal and external stakeholders.

Responsibilities

• Coordinate internal, customer, and executive meetings, including agendas, facilities, catering, visitor logistics, meeting materials, and follow-up.
• Manage director calendars, resolve conflicts, coordinate customer-visit agendas, and interface with customers.
• Coordinate visitor access and badging, receive visitors, and administer customer clearance and badging processes.
• Maintain leadership schedules and organizational calendars, and adjust director schedules and related departmental activities.
• Arrange travel for the director and team and submit timely expense reports using Concur.
• Handle confidential business matters and organize administrative requirements effectively.
• 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 reports, presentations, and other documents.
• Use the Northrop Grumman travel system (Concur) to arrange travel, monitor approvals, resolve issues, and submit accurate and timely expense reports.
• Collaborate with other administrative assistants to maintain 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 assigned tasks.

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 for vacation and/or personal business
• Potential overtime, shift differential, and discretionary bonus depending on position eligibility

What This Job Offers

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