Administrative Assistant 4

Northrop Grumman Corporation; San Diego (CA); Hybrid; USD 67,000 - 111,000; Full time

Job summary

Northrop Grumman Corporation in San Diego, CA, is seeking an Administrative Assistant 4 to support the RQ-4 Operating Unit on-site, with potential for a hybrid telework schedule. The role emphasizes calendar management, travel planning, meeting support and document handling.

Applicants should have a high school diploma or GED with 6+ years of admin experience, strong MS Office and AI tools proficiency, and the ability to handle confidential information. A Secret clearance is required to start.

Qualifications

• High school diploma or GED with 6+ years of related administrative experience.
• Experience maintaining multiple calendars.
• Experience scheduling domestic and international travel plans.
• Detail-oriented work with ability to work independently.
• Ability to assess priorities and handle confidential information.
• Proficient with Microsoft Word, Excel, Access, PowerPoint, Teams, Outlook and AI tools.
• Experience scheduling meetings for senior management and coordinating logistics, including offsite events.
• Ability to obtain and maintain a Secret security clearance.

Responsibilities

• Provides administrative support for the RQ-4 Operating Unit (OU).
• Manages schedules for the OU leadership team, including active calendar management and prioritization.
• Records and distributes notes from OU meetings.
• Manages domestic and international travel for the RQ-4 OU leadership team and expat employees, including expense reports.
• Performs office functions such as filing, answering mail, and coordinating meetings and conferences.
• Reviews drafts for grammar and policy adherence; answers questions on operations.
• Gathers and reports information for supervisors’ assignment.
• Meeting support: room setup, teleconferencing, catering, and logistics.
• Manage conference rooms on site and coordinate facilities
• May transcribe dictation.

Skills

Calendar management

Travel planning

Attention to detail

Prioritization

Discretion

Meeting coordination

Security clearance

MS Word

MS Excel

MS Access

PowerPoint

Outlook

Teams

AI tools

Education

High school diploma or GED + 6 years admin experience

Tools

SharePoint

Concur

iTRIP

iBuy

Zoom

Salesforce

CATS

Job description

RELOCATION ASSISTANCE: No relocation assistance available

CLEARANCE REQUIRED FOR START: No

CLEARANCE TYPE: Secret

TRAVEL: No

Description

At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work — and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history.

Northrop Grumman’s Aeronautics Systems is looking for an Administrative Assistant 4 to support the RQ-4 Operating Unit (OU) on-site in San Diego, CA.

Position is in office and may be able to accommodate a hybrid telework schedule.

The selected candidate will be responsible for, but not limited to, the following:

• Provides administrative support for the RQ-4 Operating Unit (OU).
• Manages schedules for the OU leadership team. Providing active calendar management: scheduling meetings, categorizing/color codes for ease of consumption, deconflicting incoming requests based on priorities, keeping team apprised of short notice changes, maintaining discretion regarding executive calendars and content.
• Records and distributes notes from OU meetings.
• Manages domestic and international travel for the RQ-4 OU leadership team, preparing expense reports.
• Manages domestic and international travel for RQ-4 OU expat employees working overseas in accordance with Global Mobility Office processes and International Assignment Agreements, and preparing expense reports.
• Performs office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail.
• Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures.
• Gathers, compiles and reports on information relevant to supervisors’ assignment.
• Meeting support: preparing rooms ahead of meetings, logging in to the computer, joining teleconference, opening files; managing catering, coffee/water service, as required.
• Manage conference rooms on site (scheduling, stocked with materials and equipment, etc…)
• Manage facility footprint, coordinate with facilities team ongoing needs and changes
• May take and transcribe dictation.

Basic Qualifications:

• High school diploma or GED with a minimum of 6 years of additional education and/or related administrative experience.
• Experience maintaining multiple calendars.
• Experience scheduling domestic and international travel plans.
• Demonstrated ability to perform detail-oriented work, without close supervision.
• Must be able to independently assess priorities.
• Must be able to work with confidential information.
• Proficient in Microsoft Word, Excel, Microsoft Access, PowerPoint, Teams, AI tools, and Outlook to produce and distribute email, letters, memoranda, and reports.
• Experience scheduling meetings for senior management and coordinating logistical support for internal and external meetings, including offsite events.
• Ability to obtain and maintain a Secret security clearance.

Preferred Qualifications:

• Proficient in MS Office suites, SharePoint, Outlook, CATS, Concur, iTRIP and iBuy systems, Zoom, SharePoint, Smart Buy, Salesforce
• Experience with Northrop Grumman policies and procedures
• Experience with expat International Assignment Agreements and travel arrangements.

Primary Level Salary Range: $66,600.00 - $111,000.00

The above salary range represents a general guideline; however, Northrop Grumman considers a number of factors when determining base salary offers such as the scope and responsibilities of the position and the candidate's experience, education, skills and current market conditions.

Depending on the position, employees may be eligible for overtime, shift differential, and a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business.

The application period for the job is estimated to be 20 days from the job posting date. However, this timeline may be shortened or extended depending on business needs and the availability of qualified candidates.

Northrop Grumman is an Equal Opportunity Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO and pay transparency statement, please visit http://www.northropgrumman.com/EEO. U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.