Administrative Assistant 4

Administrative Assistant 4

Requirements

• 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.

Responsibilities

• 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.

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.