Administrative Assistant

Purpose of Position

The Administrative Assistant will be responsible for Calendar Management with multiple leaders; facilities support; travel & expenses; front office reception and general office duties. This is an on-site full-time position.

Tasks and Responsibilities

Serve as a central liaison point of contact and administrative support partner for site leadership and teammates

Can Do attitude w/exceptional customer service skills

Maintain and utilize Outlook calendars; schedule and organize meetings and conferences

Support event and conference preparations including materials booking rooms or off-site locations AV equipment and all meeting logistics from start to finish.

Serve as backup support for the other administrative assistants as needed

Expense reporting for multiple leaders.

Exceptional comprehensive administrative support to various leaders within Defense and Engineering

Plan and manage workload with the highest regard for key priorities deadlines and best practices delegated from the Manager of Executive Administration

High skill set in multi-tasking prioritizing requests and able to react in the moment

Critical thinker and thought partner to Manager of Executive Administration and other administrative assistant(s)

Travel and expense reporting through Concur in a timely manner

Manage office reception area including daily opening and closing

Answer phones and route calls to appropriate party create and maintain office telephone directory and distribution lists

Greet visitors assure that visitor check in process is completed

Help manage conference rooms

Sort and deliver office mail and packages prepare outgoing mail for pick up including FedEx/UPS

Maintain office supply closet order supplies as needed

Communicate facilities issues to building management/corporate facilities as appropriate

Coordinate with Human Resources to maintain employment posters and distributions for the office staff

Support all new hire coordination with HR

Manage visitor badges for internal teammates and external customers

Third party screening

Facilitate all invoices for payment w/the AP team

Assist with ordering food for various leadership and team meetings (may include set-up / clean-up).

Collaborate with Manager of Executive Administration for all team and culture building events

Minimum Education

High school diploma or Certificate of High School Equivalency (G.E.D.- demonstrated satisfactory performance in the General Educational Development Testing Program) with two to three (2-3) years related experience and/or training or equivalent combination of education and experience.

Aviation terminology/background a plus.

Minimum Experience

2-3 years experience knowledge skills abilities

Fluency in English through both verbal and written communications; able to speak understand read and write

Excellent verbal and written communication skills

Excellent organizational skills

Ability to interact with various levels of management in a professional manner

Ability to adapt to changing schedules and high-pressure situations

Microsoft Office experience with heavy calendar management

Able to work unsupervised as needed

Physical Demands and Work Environment

While performing the duties of this job the employee is regularly required to use hands to finger handle or feel; reach with hands and arms; and communicate. The employee may be required to stand; walk; sit and lift at least 10 pounds Specific vision abilities required by this job include the ability to view monitors technical

documents and reference material. The noise level in the work environment is usually low to moderate.