Administrative Assistant II

Are you a tech-savvy administrative professional who is ready to take on a new challenge? Then we have the opportunity for you! As an Administrative Assistant II, you’ll be the right-hand person for one or more of our Director and Vice President-level leaders, helping them manage their calendars, track tasks, and stay on top of all their projects. Your dedicated support will actively contribute to the successful completion of goals and objectives! You'll be a pro at answering inquiries from internal and external sources and creating reports and presentations that will knock everyone’s socks off. You’ll keep our leaders organized by maintaining contact information, desktop instructions, and digital filing systems. Plus, you’ll be a tech wizard using multiple state-of-the-art tools for optimal efficiency. And that’s not all - you'll also get to coordinate travel, meetings, events, and catering and prepare and submit all related expense reports and purchase requisitions. On top of it all, you'll be there to back up our amazing administrative team and make sure we’re providing top-notch support to everyone. Additionally, you'll be responsible for sitting at the front desk, supporting visitor check-ins, and managing office supplies. Join our tight-knit team of administrative support professionals and set off on a rewarding career journey!

The ISR (Intelligence, Surveillance & Reconnaissance), Aviation, and Security (IAS) business area is a leader in ISR and aviation, it is a leading prime manned and unmanned aircraft systems integrator for innovative, high-performance ISR and aviation systems. Its end-to-end Command, Control, Computers, Communications and Intelligence, Surveillance & Reconnaissance (C4ISR) capabilities encompass design, integration, test, certification, ground/flight training and complete logistics support. IAS tailors solutions to customer cost, performance, and schedule requirements and designs to consistently exceed expectations – with an unrivaled record of on time and on (or under) budget deliveries.

Responsibilities:

• Efficiently route and manage complex inquiries from internal and external sources.

• Consolidate, prepare, and route detailed reports and presentations.

• Create, edit, and manage complex spreadsheets to support various administrative tasks.

• Prepare and submit detailed expense reports and purchase requisitions.

• Maintain databases, ensure accurate and timely input of data, and compliance with company policies.

• Coordinate business meals, on-site meetings, and events, ensuring all details are handled.

• Provide advanced support to IT and Facilities departments for conference room and public area maintenance.

• Manage calendars for Senior Vice Presidents, Vice Presidents, and/or Directors, including meetings and travel.

• Edit, format and send communications, presentations, and documents.

• Act as a liaison between executives and internal/external stakeholders.

• Handle high-level administrative tasks with a focus on business operations.

• Facilitate meeting and project coordination between teams.

• Support onboarding and training for new employees.

• Organize small to medium team-building and employee engagement activities.

• Handle confidential information with discretion and manage the flow of information and communications.

• Assist in smaller project planning, execution, and tracking progress, and support project documentation and reporting.

• Support budget planning and tracking, including vendor management.

Qualifications You Must Have:

• High school diploma or equivalent.

• 3+ years of relevant experience in office administration or administrative support role.

• Higher level relevant degree may substitute for experience.

• Proficient in Microsoft Office Suite (e.g. Word, Excel, Outlook, Teams, OneNote and SharePoint Online) and Travel and Expense Platforms (e.g. Concur).

• Proficient knowledge of administrative practices including preparing expense reports and purchase requisitions and coordinating meetings, events and travel.

• Foundational Knowledge of Project Management Applications (e.g. Microsoft Project, Smartsheet) and Ticketing Systems (e.g. Service Now).

Qualifications We Prefer:

• Associate’s degree in Business Administration or a related field.

• Experience in the Aerospace and Defense industry.

• Advanced knowledge of Workday or similar HRIS systems.

• Certifications such as Professional Administrative Certification of Excellence (PACE) are optional but beneficial.

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