Administrative Assistant Level 4

Northrop Grumman; Linthicum (MD); On-site; USD 64,000 - 106,000; Full time

Job summary

Northrop Grumman in Linthicum, MD, is seeking an Administrative Assistant 4 to keep the office running smoothly and support a 50-person team across the nation. You will coordinate calendars, plan travel, manage expenses, onboard new staff, procure supplies, and prepare high-quality reports for senior leadership.

The role requires US citizenship and a current Secret clearance with potential to obtain Top Secret/SCI.

Qualifications

• High School Diploma with 6+ years of relevant experience.
• Advanced expertise in Microsoft Office and SharePoint.
• Experience managing multiple concurrent projects and adjusting schedules as needed.
• Experience coordinating Outlook calendars, conferences, and shared links.
• Experience coordinating on- and off-site meetings with customers, including catering.
• Experience travel arrangements and expense reporting.
• Experience preparing written and verbal communications for internal/external stakeholders.
• Experience managing assigned tasks and deadlines with limited supervision.
• Experience interfacing with senior leadership and external customers.
• US Citizenship required; active Secret clearance with ability to obtain Top Secret/SCI.

Responsibilities

• Plan and coordinate office operations and special projects.
• Manage office overhead budgets and procure supplies.
• Represent the office to Campus Facilities and coordinate space/furniture decisions.
• Organize weekly staff meetings for a 50-person team nationwide.
• Communicate program information to stakeholders and ensure accessibility of records.
• Support multiple senior leaders across the operating unit.
• Produce high-quality reports, presentations and documents using MS Office.
• Coordinate staff meetings, teleconferences and events including beverages/food.
• Coordinate VIP visits, agendas and facility tours.
• Organize office calendars to keep projects on schedule.

Skills

Microsoft Office

SharePoint

Calendar management

Travel arrangements

Expense reporting

Written/Verbal communications

Project coordination

Confidential information handling

US Citizenship

Security clearance readiness

Education

High School Diploma

Tools

Outlook

Word

PowerPoint

Excel

Teams

Job description

RELOCATION ASSISTANCE: No relocation assistance available

CLEARANCE REQUIRED FOR START: Yes

CLEARANCE TYPE: Secret

TRAVEL: Yes, 10% of the Time

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.

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 Mission Systems (NGMS) Sector

has an exciting opportunity. The Emerging Capabilities Development (ECD) office within the Mission Next Division is seeking a motivated and talented Administrative Assistant 4. The position will report directly to and in support of the Director Tech Strategy and Integration, and will be located onsite at our Linthicum, MD office. The position will focus on keeping the office running efficiently and the team motivated. Join the best and most fun team at NG-ECD!

What You'll Get To Do

• Guide and execute the development, implementation, and enhancement of office business rhythms, operating policies, processes and procedures that affect the organization's short and long-range goals and strategies.
• Plan and coordinate office operations and special projects. Potential examples: develop office messaging campaigns, design/plan office celebrations, orchestrate the design and procurement of employee morale or recognition gifts, etc.
• Manage the office overhead budgets for supplies, equipment, morale. Make recommendations to the office director as needed.
• Represent the Rapid Innovation Office to the Campus Facilities staff and navigate campus processes to acquire/transition new office or laboratory space. This includes deliberating on furniture or cubicle layouts.
• Organize and orchestrate weekly Staff Meetings for a 50-person team spread across the nation. This includes collecting relevant updates from Human Resources, Business Development, Finance, Contracts, etc.
• Communicate with stakeholders through organized processes to ensure that program information is defined, collected, shared, understood, stored, and retrieved in a manner that effectively meets the Business Unit needs.
• Supporting multiple senior leaders across the operating unit simultaneously.
• Utilizing Microsoft Office to produce high quality reports, presentations, or other products.
• Coordinating staff meetings, teleconferences, and various department/program events to include ordering beverages and refreshments.
• Coordinating VIP visits, agendas, and tours to the facility.
• Organize office calendars with precision to keep projects on schedule and maximize stakeholder participation.
• Preparing and adjusting travel arrangements and completing expense reports.
• Responsible for onboarding and offboarding (new) team members.
• Manage the office Purchase Card and procure supplies, components and material as needed to keep the employees productive and the projects moving forward. Settle all purchases financially within the required timeline.
• Ordering and storing office supplies
• Maintain electronic filing system for key documents

Basic Qualifications

• High School Diploma with a minimum of 6+ years’ additional education and/or professional relevant experience.
• Advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook, Teams and Excel) and SharePoint.
• Demonstrated experience managing multiple concurrent projects, and/or priorities, including adapting schedules and deliverables in response to changing program or customer requirements.
• Demonstrated experience coordinating Outlook calendars, conference call, and shared link applications.
• Demonstrated experience coordinating both on and off-site meetings and/or events with customers, including ordering, receiving and setting up food and refreshments.
• Demonstrated experience making travel arrangements and expense reporting.
• Demonstrated experience preparing and delivering written and verbal communications, presentations, reports, and/or briefings to in to internal and external stakeholders.
• Demonstrated experience independently managing assigned tasks, deliverables, and deadlines with limited supervision.
• Demonstrated experience interfacing with multiples levels of management including senior leadership and/or external customers and stakeholders.
• Demonstrated experience handling confidential, proprietary, and/or sensitive business information.
• US Citizenship required.
• Must have a current/active Secret clearance to be considered and ability the ability to obtain and maintain a Top Secret/SCI level security clearance and Special Access Program clearance.

Preferred Qualifications

• Experience applying Federal Travel Regulations (FTR) and supporting associated travel and expense processes
• Experience leading projects or business initiatives from planning though execution and completion.
• Experience supporting business operations, including one or more areas such as operational planning, project coordination, financial management, resource planning, or process improvement.
• Advanced education (Bachelor's or Master's degree) and/or relevant professional certifications in business, project management, operations, or related discipline.
• Current/active U.S. government TS/SCI or SAP clearance.

What We Can Offer You

Northrop Grumman provides a comprehensive benefits package and a work environment which encourages your growth and supports the mutual success of our people and our company. Northrop Grumman benefits give you the flexibility and control to choose the benefits that make the most sense for you and your family. Your benefits will include the following: Health Plan, Savings Plan, Paid Time Off and Additional Benefits including Education Assistance, Training and Development, 9/80 Work Schedule (where available), and much more!

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.

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.