Executive Administrative Assistant - Level 4

RELOCATION ASSISTANCE: No relocation assistance available

CLEARANCE REQUIRED FOR START: No

CLEARANCE TYPE: None

TRAVEL: Yes, 10% of the Time

Description

At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work — and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history.

Northrop Grumman Space Systems, Multi-Domain Operations, and Missile Defense Integration Business Unit (BU) has an exciting career opportunity for a Administrative Assistant – Level 4 to join our team of qualified, diverse individuals. This position will be in Huntsville, AL.

Position Overview:

As a valued member of the GMD Weapon System (GWS) program, the Administrative Assistant – Level 4 is central to daily operations.  The Administrative Assistant 4 anticipates and facilitates organizational, administrative, and clerical needs to contribute to the effective operation of the team. The successful candidate will be a problem solver, able to independently execute tasks, collaborate with key stakeholders and will be expected to multi-task and balance daily activities with managing projects to completion. 

The selected candidate will be responsible for, but not limited to the following: 

Essential Functions:

• Serves as a focal point for the organization and communicates with internal and external customers and executives, professionally representing the corporation and organization.
• Manage multiple Directors calendars and schedules appointments, prioritizes appointments, tracks schedule, prepares participants for upcoming meetings, proactively collects meeting and read-ahead materials, and ensures that key meetings are attended, and deadlines are met.
• Assists in maintaining organization’s distribution lists and program announcements. 
• Assists with events and activities of major organization initiatives across various sites, as necessary including:
  • Recurring quarterly meetings (All Hands, Customer Program Management Reviews)
  • Daily Leadership tag ups and staff meetings
  • Reviewing and approving Visit Access Requests (VARs), submitting data in My Lobby and creating Guestnet Accounts
• Arranges detailed travel itineraries and compiles documents for travel-related meetings.
• Prepares expense reports and reimbursements.
• Maintains confidentiality of all business, personnel, and research matters.
• Coordinate and support classified meetings as needed.
• Provides operational support for special projects; researches and obtains information, helps plan and ensure follow-through of assigned tasks.

The selected candidate should thrive in a fast-paced work environment with high expectations, significantly diverse assignments, and collaborative/team settings across all levels.

Basic Qualifications:

• High School Diploma/GED and a minimum of 6 years administrative experience in an office environment supporting senior level management.
• Advanced Microsoft Office Suite (Word, Excel, Power Point, and Outlook) skills.
• Experience with organizing/maintaining/deconflicting schedules, meetings
• Experience with scheduling travel, processing expenses and adhering to policies
• Computer skills required include experience in Microsoft Office Suite including Word, PowerPoint, TEAMS channels, Outlook, Excel, etc. and intranet/internet proficiency
• Experience in Concur/ITRIP, SmartBuy
• Experience supporting organizations with multiple locations across various time zones
• Detail-oriented with strong organizational skills.
• Able to work well independently, and as part of a team.
• Must be able to support an in-person work environment 100% of the time
• Ability and willingness to travel up-to 10% to support business needs.

Preferred Qualifications:

• Associate’s degree and 6 years administrative experience supporting Director or above senior leadership.
• Demonstrated experience working with minimal supervision while exercising good judgment, demonstrating flexibility and agil