Business Administrator/Assistant

Step into a world where cutting-edge technology meets unparalleled expertise. Ultra Maritime pioneers delivering multi-mission solutions that protect and empower the naval forces worldwide. With our extensive portfolio of capabilities, our innovations are utilised on naval fleets across our allied navies around the globe.

As the maritime and underwater battlespace evolves, we tirelessly push the boundaries to develop advanced specialist systems that provide our 'five-eyes' Defence customers with an unbeatable warfighting edge. From surface vessels to sub-surface operations and unmanned platforms, we are revolutionizing the way naval missions are executed.

We thrive on collaboration and partnering with our customers to ensure mission success. Our expert solutions encompass an array of game-changing technologies, including state-of-the-art sonar, radar, expendables, signature management, and naval power systems.

Join us in shaping the future of naval warfare and together, we will safeguard the seas and empower navies worldwide!

Nationality Requirements

Candidates must be eligible to obtain the relevant security clearance required for the role, due to the nature of the programmes we deliver for our customers.

Job Description

• Overall, support the VP/GM in the administration and enable the effective management of the business
• Maintain the recurring business rhythm, in accordance with published schedule
  • Drive timeline and preparation activities, as appropriate, for various meetings and deliverables
  • Join Staff meetings, capture actions and support the VP/GM in required follow-ups
  • Supports the generation of key documents and communications
  • Supports senior leaders in analytics and content creation
• Controls and manages the documentation, information, and communications functions associated with the UM Airborne ASW leadership team
  • Helps produce key documents (e.g., letters, memorandums) and presentations (e.g., curation of content for All Hands / All Leader Calls, board briefs)
  • Post/ organize files to agreed-to SharePoint/ intranets as necessary
  • Work with HR/ Comms to generate and publish Communications as needed that go to the site (blood drives, Halloween contest, etc.)
  • Be the go-to person for the building to know what is going on - with respect to quarterly lunches, summer picnic, town hall schedules, and other events that affect the team members.
• Calendar management and meeting coordination across stakeholders
• Meeting/ event facilitation
  • Lead event planning initiatives to include customer and other stakeholder visits as well as leadership offsites; ownership of seating/ logistics
  • Reserving meeting space, and resolving conflict of meeting space as they occur
  • Ordering food/ refreshments and helping to cleanup of meeting space
  • Keep conference rooms tidy, plenty of supplies for food and drink (plates, napkins, plastic ware)
  • Meeting room setup, i.e., ensure IT and other facilitation resources are in-place
  • Security/ visit request processing
  • Parking lot management when guests come in that need extra parking
• Facilitate travel & expense arrangements
  • Makes extensive domestic and international travel arrangements for the VP/GM
  • Coordinates with those traveling with the VP/GM and their EAs, on joint arrangements
  • Maintain travel security documents
  • Submit, process and track expense reports
• Support the onboarding of new senior team members
  • Working with managers/HR/IT to ensure the new hire has equipment, nameplate for workspace, phone, update seating chart maps at end of cubicles
• Miscellaneous projects for Executives and leadership
• Manage the Company Cars
  • Manage the check-in / check-out process of the vehicles
  • Manage maintenance (i.e., tires, oil changes and other needs as they arise)
  • Manage EZ Pass for tolls thru State of Indiana Tolls roads
  • Ensure license plates, registrations, and insurance is up to date
• Manage office supply orders and associated documentation
  • Facilitate the replenishment of coffee supplies (pods, creamer, cups), water, soft drinks at the refreshment stations and as needed in executive offices, conference rooms
• Work with/ coordinate closely with other UM and USA EAs
  • As required, provide backup support when other EAs are on leave

Required Skills:

• 5+ years of continuous work experience as an Executive level Administrative Assistant
• Expert level proficiency with Microsoft Word, Excel, PowerPoint and Access
• Strong business acumen and ability to help facilitate positive organizational dynamics
• Willing to work extended hours, when necessary
• Ability to obtain a US Government security clearance. Security clearances are granted to U.S. citizens.

Desired Skills:

• 8+ years of work experience as an Executive level Administrative Assistant
• Bachelor's degree in Business, Accounting or Finance or similar
• Excellent written communication skills
• Basic knowledge of Engineering and Manufacturing businesses
• Adept in creating or editing professional powerpoint charts as well (at least basic level) business analytics
• Previous experience supporting VP/ General Managers or Executive level HR, Business Development/Marketing and/or Technology leaders
• Ability to multi-task and work under constant deadlines in a high-paced environment

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Diverse & Inclusive Employer

Ultra Maritime is an equal opportunities employer that values diversity, inclusion, equity and equality. Underpinned by our values, behaviours, and policies, we want you to feel empowered to be your best and authentic self.

We promote a workplace that welcomes people from all backgrounds and cultures; believing that this will increase our diversity of thinking, and ultimately ensure we continue delivering on our commitments to our customers.

We do not discriminate based on race, religion, colour, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability status and welcome applications from all candidates.

We offer competitive benefits including medical, dental, vision, 401k match, paid time off and family leave, and much more!

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, and for inquiring about, discussing or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Reasonable accommodation statement: if you need an accommodation for any part of the application process, please email careers@ultra-us-gbs.com

Company: Ultra Maritime