Administrative Assistant 4

Description

Northrop Grumman Mission Systems (NGMS) is seeking an Administrative Assistant 4 to support the Program Director and his staff in the Electro-Magnetic Warfare (EMW) Systems Operating Unit (OU) onsite in San Diego, CA and interfaces with other campuses within the broader OU. This is an exciting, dynamic environment at the cutting edge of business in the high technology defense industry. The individual in this role will get to work in a challenging, internal, and customer-facing role that also has a lot of delegated authority/responsibility while working directly for a business Director and his team.

What You'll Get to Do:

The successful candidate will work well in a highly dynamic environment, be an independent thinker, be customer oriented, be proactive and have a track record of working in a fast-paced, multi-faceted environment with a high daily workload supporting multiple managers, employees, and priorities as required. Keys to success include:

• Working well under pressure.
• Ability to solve problems independently.
• Completing requirements in a fast-paced, multifaceted team environment.

Roles and responsibilities of the Administrative Assistant 4 will include (but not be limited to) the following:

• Coordinate business meetings, both internal as well as for Customers and VIPs. This includes ordering and setting up food for the attendees and post visit clean-up.
• Manage Director’s calendar.
• Coordinate agendas for customer and VIP visits.
• Arrange visitor badging and receive visitors including customers and other contractors.
• Coordinating receipt of customer clearances and administering customer badging process.
• Transfer data between networks.
• Arrange, maintain, and modify the Director’s schedule and associated departmental activities.
• Assist the director and staff with making travel arrangements and submitting expense reports.
• Handle confidential business matters and maintain effective and efficient organization of administrative requirements.
• Prepare correspondence.
• Set up conference calls and VTCs.
• Handle information requests.
• Make and adjust travel arrangements and complete expense reports.
• Customer interface.
• Coordinate staff meetings.
• Answer telephones, screen calls and forward messages.
• Maintain a filing system.
• Provide some administrative support for programs that report to the Director.
• Use Microsoft Office to produce high quality reports, presentations, or other documents.
• Use the Northrop Grumman travel system (Concur) to make travel arrangements and process expense reports.
• Support other admin assistants as needed.
• Follow-up on actions on behalf of the director and perform other tasks as directed by the director.

Basic Qualifications:

• High School Diploma with a minimum of 6+ years additional education and/or professional relevant experience.
• Computer skills required includes advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook and Excel).
• Experience coordinating Outlook calendar, conference call, and shared link applications.
• Prior experience coordinating both on and off-site meetings and/or events with customers, including ordering, receiving and setting up food and refreshments.
• Experience with making travel arrangements.
• Experience completing a wide variety of tasks with minimal supervision.
• Experience compiling and generating reports and presentations.
• US Citizenship required
• Ability to obtain and maintain a Secret Security Clearance after starting.

Preferred Qualifications:

• SharePoint (or equivalent), and intranet/internet proficiency.
• Experience proofreading and correcting documents for grammatical errors.
• Proactive, highly motivated and adaptable, with excellent organizational skills including the ability to juggle multiple tasks, changing needs, and competing priorities.
• Highly developed verbal and written communication skills and proven success in organizing, prioritizing, and completing assigned responsibilities.
• Experience interfacing with executive level internal and external contacts with considerable autonomy.
• Bachelor’s or Associate degree, preferably in business or technical related field.
• Familiarity with SAP, Concur, Facilities requests, IBUY, etc.