Administrative Assistant 4

Northrop Grumman; United States; On-site; USD 63,500 - 105,900; Full time

Benefits offered by this job

Health insurance

Paid time off

Company paid holidays

Job summary

0090 CORP-Corporate Office is looking for an Executive Assistant 4 to support the Director of Oceanic Systems. This role involves coordinating meetings, managing schedules, and handling confidential business matters to maintain smooth operations.

The ideal candidate should have a high school diploma and significant experience providing administrative support to senior executives, alongside excellent organizational and communication skills. The position also includes preparing travel arrangements and managing departmental activities.

A competitive salary range of $63,500 to $105,900 is offered, along with various benefits including health insurance and paid time off.

Qualifications

• 6 years additional education and/or related experience.
• Experience in providing admin support to senior executives.
• Intermediate proficiency in video conferencing tools.

Responsibilities

• Manage calendars and travel arrangements.
• Prepare and release complex communications and documents.
• Coordinate department events and meetings.

Skills

Interpersonal skills

Office management

Communication skills

Organizational skills

Proactivity

Education

High School diploma or equivalent

Tools

Microsoft Office

Concur

Skype

Zoom

Teams

Job description

Position Overview

Northrop Grumman Mission Systems (NGMS) is seeking an Executive Assistant 4 to support the Director of Oceanic Systems Operating Unit onsite in Annapolis, MD. This position coordinates business meetings, arranges, maintains, and modifies the Director’s schedule and associated departmental activities; handles confidential business matters and maintains effective and efficient organization of administrative requirements.

Responsibilities

What You'll Get to Do: The successful candidate will work well in a highly dynamic environment, be an independent thinker, be customer oriented, be proactive and have a track record of working in a fast-paced, multi-faceted environment with a high daily workload supporting multiple managers, employees, and priorities as required. The administrative assistant is responsible for preparing and releasing a variety of complex communications and documents that affect the Operations department; following procedures which includes appropriate access to proprietary information; preparing and adjusting travel arrangements and completing expense reports; coordinating various department events; coordinating VIP visits, agendas, and tours to the facility; and generally acting and making decisions in alignment with the Director’s leadership. In addition, the assistant will be called upon to provide support for key direct and dotted-line reports to the Directors within Programs. The candidate must be reliable, resourceful, work accurately and independently and with an ability to anticipate, initiate and follow through with all work requirements, and be able to work extended hours as needed. Will be responsible for handling calendars with precision as well as travel plans. This position requires excellent interpersonal skills and professionalism, a high level of discretion and confidentiality, the ability to interact with internal and external customers as well as senior management, be able to organize and prioritize tasks with minimum supervision, and possess strong office management and office technology skills. The nature of the position involves exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment. Will also be responsible for routine administrative duties: coordinates staff meetings, teleconferences, answers telephones, screens calls and forwards messages, prepares expense reports, and maintains filing system. Ordering and managing refreshments and luncheons for some meetings is required. Candidate will use Microsoft Office to produce high quality reports, presentations, or other documents. Specific duties and responsibilities include the following:

• Making travel arrangements and completing expense reports.
• Managing calendars.
• Answering incoming calls and responding to general requests.
• Scheduling meetings and arranging conference rooms and video/audio.
• Editing and updating presentations and documents.
• Collaborating with administrative professionals in related organizations.
• Organizing and arranging major organization events.
• Organizing catering, audio/ video, and other essential services as needed.
• Developing and maintaining organization charts.
• Ordering office supplies, computers, and telephones.
• Assisting in maintaining organization's collaboration sites.
• Answering questions relating to office operations and established policies and procedures.

Basic Qualifications

• High School diploma or equivalent and 6 years additional education and/or related experience.
• Experience in providing admin support to senior executives in medium to large size corporate environment.
• Intermediate proficiency in video conferencing tools (Skype, Zoom, Teams, etc).
• Experience with Concur (or similar) travel and expense reporting system for reporting domestic and international travel.
• Experience with purchasing tools (iBuy, SAP, or similar).
• Prior experience managing calendars and coordinating on or off-site meetings and/or events.
• Prior experience hosting customer visits, ordering and setting up meals for visitors and internal stakeholder meetings.
• Ability to complete a wide variety of tasks with minimal supervision.
• US Citizenship (no dual citizenship).
• Ability to obtain/maintain Secret security clearance.

Preferred Qualifications

• SharePoint (or equivalent), and intranet/internet proficiency.
• Experience with making travel arrangements.
• Experience with compiling and generating reports and presentations.
• Ability to efficiently coordinate shared link applications.
• Experience proofreading and correcting documents for grammatical errors.
• Proactive, highly motivated and adaptable, with excellent organizational skills including the ability to juggle multiple tasks, changing needs, and competing priorities.
• Highly developed verbal and written communication skills and proven success in organizing, prioritizing, and completing assigned responsibilities.
• Must have experience in supporting a variety of senior management levels and administrative support within an organization.
• Must be able to interface with executive level internal and external contacts with considerable autonomy.
• Knowledge of NGC resources, policies, and procedures is desirable.

Salary & Benefits

Primary Level Salary Range: $63,500.00 - $105,900.00. 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.

Equity and Opportunity

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.