Administrative Assistant 3

Administrative Assistant 3

Requirements

• High school diploma or GED and 4 years of experience working in a customer support or administrative assistant role
• Experience coordinating meetings, and other events/activities with (ex. Outlook, Microsoft Teams)
• Experience in MS Office tools PowerPoint, Excel, Word, SharePoint, and Teams (ability to open and operate)
• Experience working with travel agencies to coordinate itineraries for domestic and international travel
• Ability to lift 25+ lbs. daily (restocking printer paper for team)

Responsibilities

• Serves as a focal point for the organization and communicates with internal and external customers and executives, professionally representing the corporation and organization.
• Provides active calendar management: schedules meetings, categorizes/color codes for ease of consumption, triages and deconflicts incoming requests based on priorities, keeps team apprised of short notice changes.
• Performs office functions such as arranging meetings and conferences: reserving conference rooms, managing conflicting outlook calendars, creating/managing Outlook invites, coordinating meal plans if necessary.
• Maintains business rhythm and infrastructure support: helps manage weekly/monthly rhythm meetings, reviews/purges invite lists and email distros, housekeep network share/SharePoint/TEAMS permissions and folder structure, owns new team member onboarding and team member exit process, provide examples/templates and help build org charts/bios/program announcements as requested.
• Catch workspace issues: Walk around and confirm conference rooms, kitchens, hallways, printers are in reasonable working order, solicit issues from office teams, submit tickets and follow-up with facilities/IT/etc. for fixes.
• Makes domestic and international travel arrangements and prepares expense reports.
• Assists in event planning, site visits, tours, and activities of major organization initiatives and reviews. Operates independently to meet requirements of leadership team and offers expertise to assist other functions within the organization.
• Assists in maintaining the organization’s collaboration electronic sites, and department and programmatic folders. Follows up on open actions to ensure deadlines are met, and gathers, compiles, and reports on information relevant to supervisor’s assignments.
• Provides operational support for special projects; researches and obtains information, helps plan and ensure follow-through of assigned tasks.
• Collecting, organizing, and distributing mail for support team.
• Purchasing necessary supplies and maintaining inventory within allotted budget.
• Gathering, compiling and reporting on information relevant to supervisor’s assignment in a timely and accurate manner.

Preferred Qualifications

• Bachelors/Associates Degree
• Experience in planning, coordinating and overseeing catering for significant program meetings
• Experience in reviewing and editing written material for correct spelling and grammar
• Familiarity with Northrop Grumman’s specific systems (SAP, Concur, DSEA, Facilities requests, IBUY, iTRIP, etc.)
• Knowledge of NGC resources, policies, and procedures
• Concur Software experience (Travel/Expense Software Program)
• Strong ability to multi-task with competing priorities in a positive manner