Administrative Assistant Specialist

Overview

This role involves providing high-level administrative support primarily to the Business Area Chief Financial Officer (CFO) as well as other leaders within the Finance & Business Operations department of a major aerospace and defense company. The position requires discretion, excellent organizational skills, and a professional demeanor as the assistant will often be the initial point of contact for executive staff.

Key Responsibilities

• Promote and maintain a motivated and positive work environment within the Finance & Business Operations team.
• Manage all incoming calls and visitors by screening them appropriately.
• Coordinate and organize meetings, including scheduling through Outlook, managing calendars by resolving conflicts and setting priorities.
• Plan and arrange travel logistics, including preparing requests, expense reports, and travel itineraries.
• Facilitate visitor requests for program guests or employees on travel.
• Promptly address IT and conference room technical issues.
• Maintain communication tools such as Outlook distribution lists and organizational charts.
• Organize regular and large staff meetings, including virtual teleconferences (VTCs).
• Order catering services for business meetings and manage executive refreshment areas.
• Ensure all office equipment like printers and scanners are operational and stocked, handling related maintenance requests timely.
• Manage conference room bookings and maintain inventory of office supplies.
• Arrange for proprietary bin emptying and handle facility or maintenance requests.

Required Skills and Experience

• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook email.
• Ability to organize and prioritize multiple tasks effectively with high accuracy.
• Self-driven and proactive, capable of working independently with minimal supervision.
• Excellent communication skills and the ability to interact professionally with diverse personalities.
• Calm under pressure with a helpful and approachable attitude.
• Demonstrated capability to maintain confidentiality, especially pertaining to senior leadership information.

Preferred Technical Knowledge

• Experience using SAP, Concur Travel, Resource Management System (RMS), Service Central, and internal cafeteria ordering programs.

Additional Information

This position requires maintaining strict confidentiality and professionalism as the assistant will represent the executive staff. The role offers a hybrid work setting, with part-time remote work and part-time at the designated corporate facility. The exact work schedule will be determined during the hiring process.

By applying, candidates acknowledge interest in the vacancy and potential consideration for other roles with similar requirements.