Admin Svcs Specialist II

General Dynamics OTS; Saint Petersburg (FL); On-site; USD 52,000 - 68,000; Full time

Job summary

General Dynamics Ordnance and Tactical Systems (OTS) is seeking an Administrative Support Specialist to assist the Sr. VP of HR. This role provides broad administrative help, supports leadership, and collaborates with HR team members on various tasks.

The position requires an associate degree with 2–4 years of experience or equivalent, strong Microsoft Office skills, and professional communication abilities. Travel up to 25% may be involved and confidentiality is essential.

Qualifications

• Associate's Degree and 2-4 years' experience or equivalent combination of education and experience.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• Strong oral and written communication skills.

Responsibilities

• Provides multi-faceted administrative support to ensure effective use of leadership's time and productive interactions with staff and the public.
• Manages SVP's calendar, meeting preparations, follow-up tasks, and complex travel arrangements.
• Conducts research and information gathering for upper management and prepares summaries and reports.
• Develops positive and strategic relationships at all levels of the organization.
• Uses discretion, judgment, and confidentiality to facilitate leadership activities.
• May direct and deploy support staff or other resources.
• Prepares SVP's meetings including agendas, notices, and minutes.
• Monitors and maintains business unit documents and records.
• Prepares and files legal documents with government agencies.

Skills

Microsoft Office

Communication skills

Problem-solving

Meeting scheduling

Education

Associate's Degree

Bachelor's Degree preferred

Job description

Company Overview

General Dynamics Ordnance and Tactical Systems (OTS) is a global leader in the design, engineering and production of munitions, energetics, weapons, armaments, and missile subsystems around the world. OTS empowers the U.S. military and its allies with an extensive range of overarching product segments applied across all levels of strategic and tactical operations, providing a cutting-edge advantage to our warfighters. Our Ethos of Honesty, Trust, Transparency, and Alignment, are the guiding principles that form the foundation of everything we do. Integrity is paramount, innovation fuels our passion, customer satisfaction is at the core of our mission, and collaboration is key to our success - fostering a culture of teamwork and mutual respect among employees, partners, and stakeholders. Whether you're just starting out on your career journey or are an experienced professional, we offer a robust total rewards package that goes above and beyond with compensation; healthcare, wellness, retirement, and work/life benefits that include career development and recognition programs. If who we are and what we do resonates with you, we invite you to join our high-performance team!

Job Summary

Supports general business operations by providing various administrative support activities as a generalist or in a combination of Disciplines in the Administrative Services Function. This position reports to the Sr. Vice President of HR and will have opportunity to closely work with other HR team members performing a variety of administrative and HR tasks to support the Human Resources Department.

Impact of the Role

General Profile

• 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 analyzing situations
• Receives a moderate level of guidance and direction
• Consistent exercise of discretion & judgment

Essential Functions

• Provides multi-faceted administrative support and assistance to ensure effective use of leadership's time and productive interactions with staff 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 leaderships schedules, meeting preparations, follow-up tasks, and complex travel arrangements.
• Conducts research and information gathering on behalf of upper management 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 leadership's activities and maintain confidentiality.
• May be responsible for directing and deploying support staff or other resources.

Additional Responsibilities

• Manages SVP's calendar and schedules meetings
• Coordinates event logistics such as facilities, catering, invitations, speakers, & budget
• Supports HR projects
• Prepares SVP's meetings including agendas, notices, & minutes
• Monitors and maintains business unit documents & records
• Prepares and files legal documents with government agencies
• Manages complex travel plans & itineraries and completes expense reports

Required Qualifications

• Required education and experience: Associate's Degree and 2-4 years' experience OR Equivalent Combination of Relevant Education &/or Experience
• Critical professional related technical skills; computer skills: Proficient in Microsoft Office (Excel, Word, PowerPoint)

Preferred Qualifications

• Preferred education and experience: Bachelor's Degree
• Discipline/Major: Business or related discipline preferred.
• Knowledge, skills & abilities: Oral and Written Communication Skills. Problem-Solving Skills. Business Communications. Call Screening. Document Preparation. Drafting Correspondence. Meeting Minutes. Meeting Scheduling and Logistics. Reception and Gatekeeping. Records Management. Spreadsheets.

Physical Requirements

Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.

Travel Requirements

Up to 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.