About the position
This position will report directly to the Missile Defense Sr Director and provide overall administrative support for the Missile Defense program team. 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 position will also be responsible for the collection and dissemination of data, reports and metrics in support of weekly, monthly and quarterly internal and external meetings. 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.
Responsibilities
- Missile Defense support, business rhythm and performance data collection and dissemination.
- Scheduling, calendar maintenance and direct report coordination.
- Travel Booking & Expense Reporting for Missile Defense Sr Director and other program leaders.
- Special projects/events support.
- Supply ordering and meeting setup.
- High level of confidentiality to sensitive information.
- Maintain sensitive documents/files for leaders.
- Assists in analyzing and establishing plans to meet key project objectives and to identify and resolve issues.
- Assist in monitoring and managing critical department and project information, and schedules.
- Provide administrative guidance for activities in defined scope of responsibilities.
- Effectively work as a team member.
- Successfully establish and maintain cooperative working relationships.
- Provide guidance and mentoring to other assistants.
- Effectively communicate with all levels of management and individual contributors.
Requirements
- High School Diploma or equivalent and a minimum of 8 years of prior relevant administrative experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related administrative experience.
- At least 2 years as a senior administrative assistant.
Nice-to-haves
- Aerospace & Defense Industry experience.
- Knowledge of Oracle MRP systems.
- Sharepoint administration.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, & Teams.
- Strong organization skills and attention to detail.
- Ability to multi-task with frequent interruptions and critical time constraints.
