Senior Administrative Assistant

Lockheed Martin•Huntsville, AL

6d•Onsite

About The Position

The coolest jobs on this planet… or any other… are with Lockheed Martin Space. The THAAD Program is seeking an Executive Assistant to join our mission in Huntsville, AL! In this role you will provide administrative support to the Director for Development and Chief Engineer on the THAAD Executive Leadership team in Huntsville, Al. This position will perform diverse administrative duties, which by nature of the position involves high-level contacts with other Lockheed Martin executives, U.S. and foreign partner companies, and senior Government customers. You will be exposed to sensitive information necessitating considerable use of discretion, judgment, tact, and diplomacy. Since assignments will change on a frequent basis, the successful candidate must be able to utilize judgment and initiative to complete daily tasks, relying on knowledge in a variety of clerical, computer, and secretarial applications to complete those tasks. Requires coordination with other administrative assistants for coverage of shared responsibilities and projects. The job is full-time onsite with a 9x80 schedule but may be asked to flex time to support executives as needed.

Requirements

Microsoft Office application proficiency to include Word, PowerPoint, Excel, Outlook, and SharePoint.
Prior Executive Assistant experience supporting executive level management or comparable experience
Experience with booking travel and processing expense reports.
Ability to build effective relationships with peers, leaders and subordinates
Ability to obtain Department of Defense security clearance (U.S. Citizenship required).

Nice To Haves

Active Secret Clearance.
Experience with Dept of Defense customers.
Knowledge of military protocol and etiquette.
Creation of or familiarity with high-level executive processes.
International travel booking.
Advanced verbal and written communication skills.
Demonstrated ability to communicate professionally and effectively with personnel / teammates / visitors / customers at all levels.
Must have demonstrated excellent attention to detail and quality of work.
Candidate must be proactive and willing to assist other executives in times of absences and personnel shortages.
Must be a self-starter and recognize and take actions to run an efficient office.
Must exhibit strong interpersonal and communication skills.
Ability to effectively adapt to emerging challenges and frequent changes.

Responsibilities

Administrative support
Maintains and assists assigned Directors and supports other Executives with calendar maintenance, as required.
Evaluates Director's schedule and establishes appointment priorities to include rescheduling, refusing appointments or invitations, or arranging for staff members to represent the Director.
Ensures that requests for action or information are relayed to the appropriate staff members as needed.
Responsible for the maintenance and oversight of administrative files and business continuity files.
Answers and screens phone calls and responds to emails.
Maintains daily awareness of location/contact numbers for members of assigned Executives if offsite.
Coordinates and requests graphics development, printing services and IT services.
Provides support to planning and execution of employee morale and engagement events and employee event communications.
Provides support to community engagement / volunteer events.
Visitor coordination and reception support
Helps coordinate visits to the facility for people planning to visit assigned Executives, to include proficiency with LM visit management systems.
Ensures visitors are escorted to and from the Executive Area / meeting location.
Assists visitor with maps, directions, hotel accommodations, local amenities, and internal resources.
Provides visitors with local instructions and resource requirements.
Conference room meeting coordination
Coordinates, prioritizes, and maintains rooms to ensure availability for facility leadership.
Coordinates with meeting sponsors for meals/refreshments when required.
Completes (for approval) and submits expense reports and requests for payment for refreshments/meals.
Sets up meetings, Microsoft Teams Meetings, Conference Calls and VTCs for assigned executives in the appropriate locations and ensures they are connected prior to start time.
Executive travel
Coordinates and arranges travel (in-country and overseas) using the LM travel system for reservations.
Submits approved expense reports upon completion of travel and files documentation.
Prepares receipt packages for reconciliation of Corporate credit card account statements.
Some travel required.