Executive Assistant

General Dynamics Mission Systems, Inc•Dedham, MA

5d•$52 - $56

About The Position

At General Dynamics Mission Systems (GDMS), the Executive Assistant provides a full range of executive administrative support to the Vice President for GDMS’ Space, Cyber, and Intelligence organization. The role helps the Vice President focus on running the business by managing calendars, meetings, travel arrangements, expense and time reporting, and other administrative responsibilities. It organizes senior staff meetings, business meetings, strategy sessions, and special assignments. The position requires maturity, initiative, trustworthiness, timeliness, precision, confidentiality, flexibility to work overtime or outside normal business hours, and the ability to travel as needed. The Executive Assistant also mentors administrators in the organization and helps distribute work and support their career development. General Dynamics Mission Systems describes itself as a global organization of more than 12,000 professionals developing high-technology solutions for defense and scientific missions.

Requirements

Bachelor’s degree and at least 3 years of administrative, business, and/or technical support experience, or at least 10 years of Administrative Assistant experience, including at least 2 years supporting senior-level management.
U.S. citizenship is required.
Current information technology skills and experience.
Ability to work independently and effectively as part of a team in a complex, dynamic office environment and with a geographically dispersed team.
Ability to work within time constraints and adjust to changing circumstances.
Ability to develop procedures that ensure consistent work performance.
Ability to exercise discretion with sensitive information and situations.
Comprehensive understanding of the job and the company.
Ability to cultivate confidence among senior-level customers and staff.
Excellent organization and time-management skills, attention to detail, and ability to manage multiple high-priority tasks.
Proficiency with Microsoft Office, including SharePoint, Outlook, Word, Excel, and PowerPoint.
Strong writing and editing skills, vocabulary, and grammar.
Professional written and oral communication and interpersonal skills, with a professional demeanor.
Ability to adjust course, including at the last minute, to improve outcomes.
Ability to provide and receive constructive guidance and feedback.
Ability to travel as needed.
Flexibility to work overtime and/or outside normal business hours.

Nice To Haves

Bachelor’s degree in management or business and 10 years of relevant experience.

Responsibilities

Collaborate to improve processes and procedures.
Keep executives informed of upcoming commitments and responsibilities.
Communicate professionally and effectively with staff and customers.
Compose correspondence, capture meeting notes and action items, monitor communications, address them promptly, and bring critical issues to the executive’s attention.
Interact with internal and external coworkers, managers, directors, executives, federal agencies, and professional organizations.
Discreetly accept and screen calls, connect callers with appropriate staff, and follow up as needed.
Draft, proofread, and finalize high-level written correspondence.
Enter, format, and proofread content in SharePoint, Excel, PowerPoint, and Word.
Build collaborative relationships and foster trust and teamwork.
Greet customers, handle inquiries, and refer complex inquiries to appropriate offices.
Handle sensitive and confidential information appropriately.
Manage changing schedules and appointments and coordinate projects and tasks.
Gather and analyze information from various sources and prepare reports.
Arrange local, domestic, and international travel, including awareness of international travel security processes.
Prepare travel expense reports for timely reimbursement filing.
Prepare meeting agendas and compile materials for meetings, discussions, and presentations.
Schedule and support meetings, including video teleconferences, conference calls, and company-wide events; reserve rooms and coordinate with facilities and IT.
Maintain organizational charts, electronic and manual records, and confidential files.
Manage multiple projects in a fast-paced environment involving confidential or sensitive information.
Support other administrative personnel and perform other executive administrative functions as required.
Mentor administrators, help balance workload across the organization, and assist with career development and success in their roles.
Prioritize and coordinate the Vice President’s calendar and meeting schedules in Microsoft Outlook, including internal and external meetings.
Identify opportunities to apply AI for continuous improvement and innovation.