Office Administrator

General Dynamics Mission Systems, Inc • Pittsburgh, PA

8d • $28 - $30 • Hybrid

About The Position

Help make the technologies, products and services that make a difference. That’s the opportunity that’s waiting for you at General Dynamics Mission Systems. We help our nation’s heroes keep our nation safe by creating solutions so advanced, they redefine innovation for the world. It’s an amazing challenge. And it’s waiting for you now. We apply advanced technologies such as Artificial Intelligence, Blockchain, AR/VR, Cloud Native and Quantum Physics to solve our customers’ missions in cyber, RF, undersea, interstellar and everything in between. Utilizing your strict adherence to confidentiality, dedication to a job well done and strong organizational skills, you’ll provide general administrative support to managers and their staff. You’ll manage the calendars, meeting and travel schedules and associated arrangements, expense and time reporting, and other responsibilities to relieve them of administrative details and allow them to concentrate on other business activities. Your poise, initiative, and precision will shape the environment in which we all work. It’s your chance to put your talent to the ultimate test. Are you ready?
What you’ll experience:
Technologies that aren’t just top-notch, they’re often top-secret
A team of bold thinkers committed to exploring what’s next
Opportunities to gain new knowledge - as it’s discovered
What you'll be working on:
Plans local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel; Concur experience a plus
Prepares expense reports for travel reimbursements to ensure timely filing
On-site support for meetings: prep conference room(s), arrange tables/chairs if needed, clean whiteboards, order lunches, set up and clean up after lunch
Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed
Shipping and Receiving POC (prepare FEDEX Shipping labels, schedule FEDEX pickups, receive U.S. mail and distribute)
Oversight of Kitchen/Break Area (stock paper plates, coffee, tea, sugars, creamers, plasticware, cups)
Build relationship with building management, enter maintenance requests in their ticket system
Order Aramark beverages and stock/maintain Aramark supplies in kitchen/break area
Order office supplies from GDMS preferred vendor as needed; maintain office supply room inventory
Order cold beverages from local vendor, reconcile orders with invoices, process payment, stock cold beverages as needed
Occasional escorting of guests, vendors, building management
Assists the Managers and their staff with their calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff
Builds collaborative relationships, internally and externally
Communicates professionally and effectively with employees and customers
Collaborates with others to improve processes and procedures
Maintains strict confidentiality in all matters

Requirements

• A High School Diploma or the equivalent is required. In addition, Related Vocational Training plus a minimum of 2 years administrative or business experience, or a minimum 5 years of administrative or business experience
• Ability to manage frequently changing schedules and appointments as well as coordinate multiple projects and tasks
• Strong working knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Self-starter who can apply discretion when dealing with sensitive information/situations
• Basic understanding of the general and technical aspects of the job and the company
• Ability to work independently and as a team member
• Ability to work effectively with a geographically dispersed and frequently virtual team
• General organization and time management skills, attention to detail, and ability to multi-task high priorities.
• Ability to demonstrate professional written and oral communications
• General interpersonal skills and a professional demeanor in interacting with a wide variety of people
• Effectively and efficiently works within time constraints and adjust to changing circumstances
• Self-starter who can work independently, within established procedures
• Follows procedures to ensure consistent work performance
• Applies discretion when dealing with sensitive information/situations
• Must have a working knowledge of Microsoft Office, to include Outlook, Word, Excel, and Power-Point
• Should have experience in managing information and tasks easily
• Candidates must be able to obtain a Department of Defense Secret clearance within a reasonable amount of time from date of hire. Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information. Due to the nature of work performed within our facilities, U.S. citizenship is required.

Nice To Haves

• Strong writing and editing skills, vocabulary and grammar
• Exceptional organization and time management skills, attention to detail, and ability to multi-task high priorities
• Outstanding interpersonal skills and a professional demeanor in interacting with a wide variety of people
• Commitment to ongoing professional development
• Concur experience a plus

Responsibilities

• Plans local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel
• Prepares expense reports for travel reimbursements to ensure timely filing
• On-site support for meetings: prep conference room(s), arrange tables/chairs if needed, clean whiteboards, order lunches, set up and clean up after lunch
• Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed
• Shipping and Receiving POC (prepare FEDEX Shipping labels, schedule FEDEX pickups, receive U.S. mail and distribute)
• Oversight of Kitchen/Break Area (stock paper plates, coffee, tea, sugars, creamers, plasticware, cups)
• Build relationship with building management, enter maintenance requests in their ticket system
• Order Aramark beverages and stock/maintain Aramark supplies in kitchen/break area
• Order office supplies from GDMS preferred vendor as needed; maintain office supply room inventory
• Order cold beverages from local vendor, reconcile orders with invoices, process payment, stock cold beverages as needed
• Occasional escorting of guests, vendors, building management
• Assists the Managers and their staff with their calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff
• Builds collaborative relationships, internally and externally
• Communicates professionally and effectively with employees and customers
• Collaborates with others to improve processes and procedures
• Maintains strict confidentiality in all matters

Benefits

• We offer highly competitive benefits and pride ourselves in being a great place to work with a shared sense of purpose.
• You will also enjoy a flexible work environment where contributions are recognized and rewarded.

What This Job Offers

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