Executive Admin Services Specialist II

General Dynamics - Ordnance and Tactical Systems (FL,TX,VA, IL); Orlando (FL); On-site; USD 40,000 - 70,000; Full time

Job summary

Join a forward-thinking company as an Executive Admin Services Specialist II, where you will provide vital administrative support to C-level executives and enhance their productivity. This role involves managing complex schedules, organizing travel logistics, and fostering strategic relationships across the organization. Your expertise will ensure smooth operations and effective communication within the executive team. If you thrive in a dynamic environment and have a knack for organization and discretion, this is the perfect opportunity to make a significant impact in a collaborative setting.

Qualifications

• 2-4 years of experience in administrative support or equivalent education.
• Proficient in communication and problem-solving skills.

Responsibilities

• Provides administrative support to executives and manages their schedules.
• Coordinates complex travel arrangements for executive leadership.

Skills

Oral Communication Skills

Written Communication Skills

Problem-Solving Skills

Business Communications

Document Preparation

Meeting Scheduling

Records Management

Education

Associate's Degree

Bachelor's Degree (Preferred)

Tools

MS Office (Excel, Word, PowerPoint)

Job description

Executive Admin Services Specialist II

Job Locations

US-FL-St Petersburg

Requisition ID

2025-33665

Position Type

Full Time

Position Classification

On-Site

Job Function

Administrative Services

Overview

The Executive Admin Services Specialist 2, provides administrative, event planning, organizing private and commercial travel and project support to assigned Executive(s) and/or act as a support for the other Executive Admin Services Specialists, as necessary. Exercises judgment and anticipates and self-manages the needs of the C-Level Suite while keeping day-to-day logistics running efficiently. Demonstrates an understanding of departmental priorities and anticipates needs based on business initiatives. Demonstrates business aptitude and sound judgement and takes appropriate action when direction isn't available.

Major Position Responsibilities

Provides multi-faceted administrative support and assistance to one or more SVP's and or the Bus Dev Strategy Director (Picatinny Office) to ensure effective use of an executive's time and productive interactions with employees and the public.

• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.

• Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements.

• Conducts research and information gathering on behalf of the executive and prepares summaries and reports.

• Develops positive and strategic relationships at all levels of the organization.

• Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.

• Considers, compares, and evaluates different courses of action to then recommend a decision on assigned projects/ tasks/ events.

• May be responsible for directing and deploying support staff or other resources.

• Participates in the development and implementation of administrative standards, policies and practices for the organization.

Additional Responsibilities

• Research, coordinate and execute complex private and commercial travel for trips taken by the Executive Leadership and Senior Leaders. This includes, but not limited to, organizing air, car, hotels, and food services while being able to quickly work with the companies we are contracted with in a positive manner.

Impact of the Role

General Profile

• Consistent exercise of discretion & judgment

• Requires working knowledge and experience in own job discipline and broadens capabilities

• Continues to build knowledge of the company, processes and customers

• Performs a range of assignments related to job discipline

• Uses prescribed guidelines or policies in analysing situations

• Receives a moderate level of guidance and direction.

Basic Qualifications

• Required education and experience: Associate's Degree and 2-4 years' experience or Equivalent Combination of Relevant Education &/or Experience
• Knowledge, skills & abilities:Oral and Written Communication Skills. Problem-Solving Skills. Business Communications. Internal Communications. Call Screening. Document Preparation. Drafting Correspondence. Meeting Minutes. Meeting Scheduling and Logistics. Reception and Gatekeeping. Records Management. Spreadsheets. Inquiry Research/Response. Management Reporting. Public Relations. Knowledge of travel and flight coordination.
• Critical professional related technical skills: Proficient in MS Office (Excel, Word, PowerPoint).

Preferred Qualifications

• Preferred education and experience: Bachelor's Degree
• Discipline/Major: Business degree preferred

Physical Demands:

• Must be able to remain in a stationary position at a desk and/or computer for extended periods of time.
• Work primarily in a climate-controlled environment with minimal safety/health hazard potential.

Travel:

• Less than 25% travel likely.

The above statements describe the general nature and level of work only. The statements do not represent an exhaustive list of required responsibilities and skills. Other duties may be added or this job description may be amended at any time. This job description does not alter an employee's at-will employment status or create an employment agreement or contract, implied or otherwise.