Division Administrative Assistant

The ISR and Tactical Systems Division is currently seeking an Administrative Assistant to join a busy and dynamic executive office environment. Primary responsibilities focus on ensuring smooth and efficient Division Office operations. The candidate will provide direct executive support to a team of Division Heads, Business and IT Managers, and Principal Staff (approximately 10). Interfaces directly with senior leadership and their executive support offices across DoD and Industry.

The ability to work successfully with others is essential, as is the ability to work in a fast-paced, multi-faceted Division Office. The candidate will organize and maintain multiple calendars, coordinate meetings, e-mail, answers phones. An accomplished candidate will proactively monitor Division Office progress and responsiveness to various lab-wide tasks and deadlines. A successful candidate manages Division-wide communications (electronic as well as hard-copy) including routine correspondence, division announcements, meeting briefings, and handling classified material. This Division Office role manages on-site meetings including visit notifications and clearance requests, escorting, conference room AV and teleconference preparation, and catering coordination.

• Arranges travel and processes expense vouchers
• Processes shopping carts and procurements, executes credit card procurements, submits facilities and IT workorders, as well as data entry into a variety of Laboratory web-based forms
• Assists with various projects within the Division as needed such as coordination of special events, conferences, and seminars
• Ensures professional discretion to protect sensitive and confidential information
• Maintains Division Office security readiness including end of day checks, PII (personally identifiable information), classified holdings, and inspection preparation
• The hours for this position are 8:30am - 5:00pm Monday through Friday with some irregularity due to event-specific needs. The expectation is that this role is predominantly in-person/in-office with some openness to flexibility to accommodate the demands of the role

• High school diploma or equivalent is required, post high school education preferred
• 5 years of directly related experience preferred, post high school education will count towards experience
• Extensive experience managing multiple calendars and prioritizing time-critical matters
• Proven ability to handle private information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Successful experience with proactive and independent approach to problem solving and decision-making
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and Zoom is required; familiarity with SAP/SRM, Success Factors, Concur, but may be learned
• Demonstrated effective and productive administrative skills are required, including outstanding written and oral communications, attention to detail, strong organizational aptitude, collaborative approach, and the ability to prioritize reliable execute multiple complex tasks

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