Department Specialist

General Atomics Aeronautical Systems; Poway (CA); On-site; USD 65,000 - 100,000; Full time

Job summary

General Atomics Aeronautical Systems, Inc. (GA-ASI) in Poway, CA, seeks a Management Assistant to support the Finance Solutions & Services group. The role includes handlingDirector emails and calendars, arranging travel, onboarding/offboarding, and coordinating tickets systems to meet departmental needs.

Responsibilities also encompass preparing reports and presentations, coordinating meetings/events, maintaining SharePoint resources, and safeguarding confidential information with discretion.

Qualifications

• High School diploma required with 6+ years of office administration experience.
• Ability to manage executive schedules and travel.
• Strong attention to detail and confidentiality.
• Excellent organizational and prioritization skills.
• Proficient MS Office and collaboration tools.

Responsibilities

• Manage the Director’s email inboxes and calendars with internal and external contacts.
• Plan complex travel and process expense reports for Directors.
• Plan onboarding, offboarding, and transfers.
• Submit requests via ServiceNow and Concur supporting needs.
• Prepare correspondence, reports and presentations with metrics.
• Coordinate meetings and company-wide events and site tours.
• Maintain SharePoint sites and departmental resources.
• Handle confidential information with discretion.

Education

High School diploma or equivalent

Tools

Outlook

Word

Teams

SharePoint

ServiceNow

Concur

Job description

Job Summary

General Atomics Aeronautical Systems, Inc. (GA-ASI), an affiliate of General Atomics, is a world leader in proven, reliable remotely piloted aircraft and tactical reconnaissance radars, as well as advanced high-resolution surveillance systems.

Job Summary

General Atomics Aeronautical Systems, Inc. (GA-ASI), an affiliate of General Atomics, is a world leader in proven, reliable remotely piloted aircraft and tactical reconnaissance radars, as well as advanced high-resolution surveillance systems.

We currently have an exciting opportunity for an experienced Management Assistant in our Finance Solutions & Services group located in Poway, CA. This position, under limited supervision performs a variety of administrative activities in support of the group and will work within a team environment consisting of program management, technical, production, financial and other supporting staff.

DUTIES AND RESPONSIBILITIES

• Proactively manages and maintains the Director’s email inboxes and schedules which require contact with internal executives, management, staff, and external customers or officials.
• Plan complex travel and process expense reports for the Director, and other Director’s in Finance.
• Plan and execute employee onboarding, offboarding, and transfers.
• Interacts with appropriate points of contact to gather required information in submitting requests through ticketing/request systems, including but not limited to ServiceNow and Concur. Tickets/requests must support departmental needs for supplies, IT hardware, connectivity, facilities requests, purchase requisitions, software, hardware, and subscription license renewals for employees and authorized non-employee personnel.
• Anticipates needs and solves problems to ensure management is made aware of issues that need immediate attention.
• Interfaces effectively with executives, managers, and staff as well as customers and visitors to gather and prepare information, including serving as a point of contact for incoming calls on the main company telephone line.
• Coordinates the preparation and review of correspondence, reports, and presentations, to include metrics-based data, for internal and external audiences.
• Plans, schedules and coordinates various organizational meetings, events, and travel arrangements, including company-wide events such as Town Hall meetings, employee engagement activities, and site tours.
• Tracks progress of delegated staff assignments and may coordinate activities between departments.
• Maintains follow-up system to ensure completion of each task or project.
• Maintains and updates SharePoint sites and other digital resources supporting department and company-wide initiatives, such as professional development, cafeteria, and Organizational Change Management content.
• Coordinates facility and shared-resource logistics, including conference room inventories, executive parking assignments, and recreational facility reservations.
• Maintains organizational reference materials, such as department and admin contact lists, ensuring information remains current and accurate.
• Maintains confidential and specialized files and/or records as well as perceives and deals with sensitive matters while maintaining strict confidentiality.
• Accesses sensitive information necessitating the use of tact, diplomacy, discretion and judgment.
• Utilizes judgment in determining which tasks can be handled and which tasks need to be directed to management or to other members of the organization.
• Demonstrates a collaborative attitude with the ability to work independently and take initiative.
• Provides a customer focused approach to requested information from other members of the department.
• Utilizes interpersonal, verbal and written communication skills to accurately document, report and interface effectively with all levels of personnel, including management, customers and vendors.
• Self-starter who operates well under limited direction and finds satisfaction in solving problems while completing tasks in a way that establishes standard operating methods that drive efficiency.
• Performs other duties as assigned or required.

We recognize and appreciate the value and contributions of individuals with diverse backgrounds and experiences and welcome all qualified individuals to apply.

Job Qualifications

• Typically requires a High School diploma and six or more year’s experience of progressively broadening office administration experience, including experience supporting mid-management or higher positions. Equivalent experience may be substituted in lieu of education.
• Must possess a complete understanding of the general and detailed aspects of the job.
• Requires high level of attention to detail with the ability to anticipate conflicts to proactively take action providing for efficient and effective support.
• Excellent organization skills, ability to establish priorities and manage competing priorities.
• The ability to identify issues ordinarily encountered and explain and solve routine problems, or situations that require evaluation and interpretation.
• Capability to maintain the confidentiality of highly sensitive information.
• Interpersonal, verbal and written communication skills to accurately document, report and interface effectively with all levels of personnel, including management, customers and vendors.
• Understanding of applicable policies and procedures as well as an understanding of relevant regulations.
• Excellent MS Office skills including Outlook, Word, Teams, and SharePoint
• Ability to work both independently and in a team environment is essential as is the ability to work extended hours as required.

Job Type: Full-Time Hourly

Salary range: 65,410 - 99,888