Executive Admin Services Specialist II

The Executive Admin Services Specialist 2 (Flight Coordinator), provides administrative, event planning, organizing private and commercial travel and project support to assigned Executive(s) and/or act as a support for the other Executive Admin Services Specialists, as necessary. Exercises judgment and anticipates and self-manages the needs of the C-Level Suite while keeping day-to-day logistics running efficiently. Demonstrates an understanding of departmental priorities and anticipates needs based on business initiatives. Demonstrates business aptitude and sound judgement and takes appropriate action when direction isn't available.

Provides multi-faceted administrative support and assistance to one or more SVP's and or the Bus Dev Strategy Director (Picatinny Office) to ensure effective use of an executive's time and productive interactions with employees and the public.

• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

• Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements.

• Conducts research and information gathering on behalf of the executive and prepares summaries and reports.

• Develops positive and strategic relationships at all levels of the organization.

• Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.

• Considers, compares, and evaluates different courses of action to then recommend a decision on assigned projects/ tasks/ events.

• May be responsible for directing and deploying support staff or other resources.

• Participates in the development and implementation of administrative standards, policies and practices for the organization.

Additional Responsibilities

• Research, coordinate and execute complex private and commercial travel for trips taken by the Executive Leadership and Senior Leaders. This includes, but not limited to, organizing air, car, hotels, and food services while being able to quickly work with the companies we are contracted with in a positive manner.

Impact of the Role

General Profile

• Consistent exercise of discretion & judgment

• Requires working knowledge and experience in own job discipline and broadens capabilities

• Continues to build knowledge of the company, processes and customers

• Performs a range of assignments related to job discipline

• Uses prescribed guidelines or policies in analysing situations

• Receives a moderate level of guidance and direction.

• Required education and experience: Associate's Degree and 2-4 years' experience or Equivalent Combination of Relevant Education &/or Experience
• Knowledge, skills & abilities:Oral and Written Communication Skills. Problem-Solving Skills. Business Communications. Internal Communications. Call Screening. Document Preparation. Drafting Correspondence. Meeting Minutes. Meeting Scheduling and Logistics. Reception and Gatekeeping. Records Management. Spreadsheets. Inquiry Research/Response. Management Reporting. Public Relations. Knowledge of travel and flight coordination.
• Critical professional related technical skills: Proficient in MS Office (Excel, Word, PowerPoint).

Preferred Qualifications

• Preferred education and experience: Bachelor's Degree
• Discipline/Major: Business degree preferred

Physical Demands:

• Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.
• Work primarily in a climate-controlled environment with minimal safety/health hazard potential.

Travel:

• Less than 25% travel likely.

The above statements describe the general nature and level of work only. The statements do not represent an exhaustive list of required responsibilities and skills. Other duties may be added or this job description may be amended at any time. This job description does not alter an employee's at-will employment status or create an employment agreement or contract, implied or otherwise.