Senior Administrative Assistant

Aston Carter•Sunnyvale, CA

2d•$30 - $35•Onsite

About The Position

We are seeking an experienced Sr. Administrative Assistant to support the Vice President of Program Management and their staff for the Marine Systems Business Unit. This role involves working in a dynamic environment at the forefront of high technology in the defense industry. The position requires the ability to work internally and directly with customers while handling significant delegated authority and responsibility. This is an onsite position.

Requirements

High School Diploma or equivalent and 8 years of experience as an Executive Assistant or in a similar administrative support role.
Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with advanced proficiency in Outlook calendar and Microsoft Teams.
Strong organizational and multitasking skills.
Strong attention to detail and a proactive approach to problem-solving.
Excellent written and verbal communication skills.
Ability to manage confidential information with discretion.
Prior experience organizing logistics for meetings, conferences, and company events.
US Citizenship required.

Nice To Haves

Associates/Bachelors degree with experience in business administration is a plus.
Demonstrated expertise with enterprise intranet solutions such as SharePoint or equivalent, and familiarity with additional systems such as SAP, Concur, ITRIP, Facilities Requests, and IBUY.
Advanced proficiency in compiling, analyzing, and generating reports and presentations beyond standard Microsoft Office capabilities.
Proven ability to work autonomously in ambiguous, fast-paced environments, prioritizing multiple tasks and adapting to changing needs.
Exceptional written and verbal communication skills, including meticulous proofreading and document review.
Prior experience in a leadership capacity within an administrative or support function, contributing to operational improvements or team development.

Responsibilities

Provide comprehensive administrative support to the Vice President and the Program Management Office, including support for associated programs.
Manage the Vice President's calendar by prioritizing and scheduling meetings, handling quick-turn requests, monitoring upcoming needs, and resolving conflicts.
Coordinate domestic and international business travel arrangements, manage documentation requirements, and process expense reports promptly.
Follow up on actions on behalf of the Vice President and execute additional tasks as directed.
Handle confidential business matters while maintaining an effective and organized administrative system.
Coordinate meetings and events, including internal staff meetings and engagements with customers and VIPs, by arranging venue logistics, conference room reservations, setup, catering, and tracking action items.
Manage visitor protocols by arranging badging and greeting visitors, including customers and contractors.
Address information requests and communications by answering telephones, screening calls, and forwarding messages.
Utilize Microsoft Office to prepare correspondence, generate high-quality reports, presentations, and other documents.
Lead and develop the administrative team, fostering a culture of collaboration and high performance.