Administrative Support

flir; Huntsville (AL); On-site; USD 52,000 - 74,000; Full time

Job summary

Teledyne Technologies Incorporated seeks an experienced Administrative Support professional to provide comprehensive clerical assistance to managers and staff. The role includes calendar coordination, document preparation, and ensuring efficient office operations in a fast-paced environment.

You will manage data entry, generate routine reports, support travel arrangements, and handle correspondence with internal and external stakeholders.

Qualifications

• Minimum of 5 years of experience in a clerical and/or administrative support role.
• Certificate in a specialized function or an Associate's Degree in related field and/or training.
• Equivalent combination of education and experience.

Responsibilities

• Provide administrative support to managers, directors, and departmental staff.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, and other business documents.
• Maintain electronic and hard-copy filing systems in accordance with company records retention requirements.
• Manage incoming and outgoing correspondence, including mail, email, and package deliveries.
• Answer and direct phone calls, respond to routine inquiries, and facilitate communication within the organization.

Skills

Administrative support

Data entry

Microsoft Office

Calendar management

Education

Certificate in a specialized function

Associate's Degree in related field

Tools

Microsoft Office Suite

ERP system

Calendar software

Job description

Be visionary

Teledyne Technologies Incorporated provides enabling technologies for industrial growth markets that require advanced technology and high reliability. These markets include aerospace and defense, factory automation, air and water quality environmental monitoring, electronics design and development, oceanographic research, deepwater oil and gas exploration and production, medical imaging and pharmaceutical research.

We are looking for individuals who thrive on making an impact and want the excitement of being on a team that wins.

Job Description

Job Summary:
Provides administrative and clerical support to relieve department managers or staff of administrative details. May coordinate messages, appointments, information to callers, file maintenance, department office supplies and mail. Researches, compiles and proofs word processing assignments. Operates automated office equipment. May be assigned to various functional areas of the company. Consistently works on complex assignments requiring independent action and a high degree of initiative to resolve issues. Acts independently to determine methods and procedures on new assignments.

Administrative Support

• Provide administrative support to managers, directors, and departmental staff.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, and other business documents.
• Maintain electronic and hard-copy filing systems in accordance with company records retention requirements.
• Manage incoming and outgoing correspondence, including mail, email, and package deliveries.
• Answer and direct phone calls, respond to routine inquiries, and facilitate communication within the organization.

Calendar and Meeting Coordination

• Coordinate schedules, appointments, and meetings for assigned leaders and team members.
• Schedule conference rooms, virtual meetings, and meeting resources.
• Prepare meeting agendas, presentation materials, and supporting documentation.
• Record meeting notes and distribute minutes and action items as required.
• Coordinate travel arrangements, including airfare, lodging, transportation, and itineraries.

Data Management and Reporting

• Enter, update, and maintain data in business systems, databases, and spreadsheets.
• Generate routine and ad hoc reports for management review.
• Verify data accuracy and resolve discrepancies in records.
• Track departmental metrics and maintain reporting dashboards when required.

Office Operations

• Maintain office supplies and coordinate procurement activities.
• Serve as point of contact for office equipment maintenance and service requests.
• Assist with onboarding activities for new employees, including workspace preparation and coordination of required documentation.
• Support facility-related activities and administrative office functions.

Financial and Purchasing Support

• Process purchase requisitions, purchase orders, and invoices in accordance with company procedures.
• Reconcile expenses and assist with budget tracking.
• Support vendor communications and maintain purchasing records.
• Assist with expense reports and reimbursement requests.

Event and Project Coordination

• Coordinate logistics for meetings, training sessions, conferences, and special events.
• Track action items and project deadlines for assigned initiatives.
• Assist project teams with document control, scheduling, and administrative requirements.
• Support departmental projects and continuous improvement initiatives.

Compliance and Records Management

• Maintain records in compliance with company policies and regulatory requirements.
• Ensure confidentiality of proprietary, financial, and personnel information.
• Assist with audits, documentation reviews, and compliance reporting activities.
• Follow company procedures related to quality, safety, security, and ethics.

Customer and Stakeholder Support

• Serve as a professional point of contact for internal and external customers.
• Respond to requests for information and direct inquiries to appropriate personnel.
• Build positive working relationships across departments and organizational levels.

Requirements:

Minimum of 5 years of experience in a clerical and/or administrative support role; Certificate in a specialized function or Associate's Degree in related field and/or training; or equivalent combination of education and experience.

Teledyne and all of our employees are committed to conducting business with the highest ethical standards. We require all employees to comply with all applicable laws, regulations, rules and regulatory orders. Our reputation for honesty, integrity and high ethics is as important to us as our reputation for making innovative sensing solutions.

Teledyne is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other characteristic or non-merit based factor made unlawful by federal, state, or local laws.