Executive Admin Services Specialist II

General Dynamics Ordnance and Tactical Systems; Saint Petersburg (FL); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a detail-oriented Executive Admin Services Specialist to provide comprehensive administrative support to C-Level executives. This role involves managing complex travel arrangements, scheduling meetings, and ensuring efficient day-to-day operations. The ideal candidate will demonstrate strong communication skills, discretion, and the ability to anticipate the needs of executives. Join a dynamic team where your contributions will help streamline processes and enhance executive productivity. If you thrive in a fast-paced environment and are passionate about organizational excellence, this opportunity is perfect for you.

Qualifications

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

Responsibilities

• Provide multi-faceted administrative support to executives and manage schedules.
• Handle complex travel arrangements and maintain confidentiality.

Skills

Oral and Written Communication Skills

Problem-Solving Skills

Business Communications

Internal Communications

Call Screening

Document Preparation

Drafting Correspondence

Meeting Minutes

Meeting Scheduling and Logistics

Records Management

Inquiry Research/Response

Management Reporting

Public Relations

Knowledge of travel and flight coordination

Education

Associate's Degree

Bachelor's Degree

Tools

MS Office

Excel

Word

PowerPoint

Job description

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 acts as support for 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 judgment 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 is 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 analyzing 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.