Development Directorate - Administrative Specialist

The Aerospace Corporation is the trusted partner to the nation’s space programs, solving the hardest problems and providing unmatched technical expertise. As the operator of a federally funded research and development center (FFRDC), we are broadly engaged across all aspects of space— delivering innovative solutions that span satellite, launch, ground, and cyber systems for defense, civil and commercial customers. When you join our team, you’ll be part of a special collection of problem solvers, thought leaders, and innovators. Join us and take your place in space.

At Aerospace, we are committed to providing an inclusive and diverse workplace for all employees to share in our common passion and aspiration – to carry out a mission much bigger than ourselves.

Building on The Aerospace Corporation's reputation as a trusted, impartial advisor with integrity and dedication to mission success, the Civil Systems Group (CSG) combines deep technical expertise with market-leading innovation to help our customers solve complex systems engineering and integration challenges. CSG is organized by core customer-facing lines of business to manage and grow programs within NASA, NOAA, and the NNSA, while extending our capabilities to other civilian federal government agencies fully integrated within Aerospace policies, processes, values and behaviors.

The Civil Systems Group Development Directorate is seeking qualified individuals for the position of Administrative Specialist III. The candidate selected for this position will support the Business Development Directorate which has three main functions: The functional management and matrix for all business development for civil, commercial and international customers; the development-focused "incubator" for any new lines of business that Aerospace strategically supports; and the organizational function that manages the commercialization and licensing of Aerospace’s intellectual property through the Intellectual Property Licensing Office. The successful candidate will perform office functions such as setting up and maintaining electronic files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering correspondence, reviews drafts and finished documents for appropriate grammatical usage; answer questions relating to office operations and established policies and procedures, gathers, compiles and reports on information relevant to supervisor's assignment, while demonstrating behavior that is consistent with the company’s values of Dedication to Mission Success, Technical Excellence, Commitment to Our People, Integrity and Objectivity.

This is a hybrid position at El Segundo, CA. This position would require an estimated three days on-site.

What you’ll be doing

• Perform routine administrative functions, organize meetings (physical and virtual), strategic calendar support, prepare formal reports (narrative and statistical) and presentations, make travel arrangements, coordinate security certifications, complete travel expense reports, track action items.
• Manage and update organizational charts
• Distribute information and coordinate the activities of a nationally distributed organization
• Prepare and format annual, semi-annual, and quarterly corporate reports, bi-weekly reports, and periodic work products while tracking progress to meet deadlines
• Interface with all levels of management, coworkers, contractors, and customers by phone, email, and in person
• Serve as a Functional Time Administrator (FTA), auditing and processing timesheets, learning and maintain knowledge of applicable policies.
• Handle sensitive and personnel related information appropriately and support sensitive management functions with discretion.
• Collaborate with cross-organization administrative assistants to achieve coverage and increase efficiency within subdivision, division, and all of corporation.
• Lead and mentor other administrative assistants as needed.
• Coordinate and support certain meetings including obtaining clearances, badges and escorts for visitors. Sets up conference rooms and arranges necessary media.
• Provide back-up to higher level and regional administrative support.
• Demonstrate behavior that is consistent with the company's values of Dedication to Mission Success, Technical Excellence, Commitment to Our People, Innovation, Integrity and Objectivity.

What you need to be successful
Minimum Requirements

• High School Diploma or equivalent and a minimum of six (6) years or more of increasing skill and responsibility in administrative support
• Above average proficiency with Microsoft Office 365 applications including Outlook, Word, PowerPoint, Excel, OneNote, SharePoint and Teams
• Experience with customer