Total Rewards Administrative Assistant

The Total Rewards Administrative Assistant provides comprehensive administrative operational and project support to the Total Rewards organization including senior leadership and the Benefits and Compensation teams. This role coordinates communications calendars financial processes meetings and events vendor activities and ongoing Total Rewards initiatives while supporting the efficient day-to-day operations of the function.

Key Responsibilities

• Provide comprehensive administrative support to the Senior Vice President of Total Rewards including complex calendar management meeting coordination internal communications presentations and support for current and future initiatives.
• Coordinate and manage complex calendars for HR and Total Rewards SVP VPs and Directors ensuring appropriate attendance and alignment across meetings events and key priorities.
• Provide administrative and project coordination support for ongoing and future Total Rewards initiatives across Health & Welfare Retirement and Compensation.
• Manage internal and external Health & Welfare Retirement and QTC benefits communications coordinating content and distribution to appropriate audiences.
• Review and distribute incoming Leidos mail and coordinate ad hoc physical mailings on behalf of the Total Rewards team.
• Manage invoice processing funding wire transfers and NPO requests for Corporate Benefits and Compensation including submitting requests tracking approvals and payments and maintaining supporting documentation.
• Support Total Rewards travel and expense administration including expense report preparation reimbursement submissions reconciliation documentation and audit-related requests.
• Coordinate logistics for on-site off-site virtual and hybrid meetings and events including meeting spaces catering external visitors guest speakers audiovisual requirements and other logistical needs.
• Serve as a liaison among vendors attendees and executive leadership for Total Rewards conferences meetings and events to facilitate effective communication and successful execution.
• Coordinate RFP-related activities and events including scheduling logistics timelines vendor communications and internal review requirements.
• Support the implementation and transition of Total Rewards vendors including maintaining organized documentation coordinating communications tracking financial activities and supporting implementation milestones.
• Serve as a point of contact for onboarding activities and new-hire inquiries within Total Rewards helping coordinate a smooth transition and positive onboarding experience for new team members.
• Maintain organized office records supplies files and storage systems to improve accessibility operational efficiency and long-term record management.
• Partner with Total Rewards leadership and team members on ad hoc administrative operational and project needs to support departmental priorities and business objectives.

Basic Qualifications

• High school diploma or equivalent and 5 years of relevant administrative executive support project coordination or related experience; additional education may be considered in lieu of some experience.
• Demonstrated experience supporting senior leaders and managing complex calendars meetings and competing priorities.
• Strong proficiency with Microsoft Office applications including Outlook PowerPoint Word Excel and Teams.
• Strong organizational and time-management skills with demonstrated ability to manage multiple priorities and deadlines simultaneously.
• Exceptional attention to detail and commitment to accuracy and quality.
• Strong written and verbal communication skills including the ability to interact professionally with employees senior executives external vendors and other stakeholders.
• Demonstrated ability to exercise sound judgment and maintain confidentiality when handling sensitive employee compensation benefits financial and business information.
• Ability to work independently anticipate needs take initiative and follow through on assignments with limited supervision.
• Demonstrated ability to work collaboratively and effectively in a fast-paced dynamic environment where priorities may change quickly.

Preferred Qualifications

• Associates or bachelors degree in business administration human resources communications or a related field.
• Previous experience supporting Human Resources Total Rewards Compensation Benefits Finance or another corporate function.
• Experience providing administrative support to Vice President or Senior Vice President-level executives.
• Experience coordinating large meetings conferences vendor presentations RFP activities or executive events.
• Experience with invoice processing purchase orders expense reporting vendor payments or other financial administrative processes.
• Experience supporting projects implementations or vendor transitions.
• Familiarity with HR systems financial systems procurement tools or employee communication platforms.
• Experience working in a large complex matrixed organization.

Key Competencies

• Successful candidates will demonstrate:
• Executive Support & Professionalism Provides responsive high-quality support and represents the Total Rewards organization professionally with employees executives and external partners.
• Organization & Prioritization Effectively manages multiple calendars deadlines meetings projects and requests while maintaining attention to detail.
• Initiative & Anticipation Looks ahead anticipates needs identifies potential issues and takes appropriate action without waiting for direction.
• Communication Communicates clearly and professionally and adapts communication appropriately for executives employees vendors and other stakeholders.
• Discretion & Judgment Handles confidential and sensitive information appropriately and exercises sound judgment.
• Collaboration Builds effective working relationships across Total Rewards HR Finance Procurement and other functions as well as with external vendors.
• Adaptability Remains effective in a dynamic environment with changing priorities tight deadlines and multiple stakeholders.
• Continuous Improvement Identifies opportunities to simplify processes improve organization and increase the efficiency of administrative and operational activities.

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The Leidos pay range for this job level is a general guideline onlyand not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job education experience knowledge skills and abilities as well as internal equity alignment with market data applicable bargaining agreement (if any) or other law.