Executive Administrative Assistant - Military Veterans

Responsibilities for this Position
Executive Administrative Assistant

ID: 2024-63814
USA-VA-Fairfax
Required Clearance: TS/SCI, obtainable within reasonable time based on requirements
Posted Date: 8/20/2024
Category: Administrative/Clerical
Employment Type: Full Time
Hiring Company: General Dynamics Mission Systems, Inc.

Basic Qualifications

Bachelors degree and a minimum of 3 years administrative, business, and/or technical support experience, or a minimum 10 years of Administrative Assistant experience with at least 2 years supporting at the senior level management. The best candidates will have a bachelors degree in management or business and 10 years relevant experience. Exceptional knowledge of Outlook, PowerPoint, Word, and Excel.

CLEARANCE REQUIREMENTS:

Department of Defense Secret security clearance is preferred at time of hire. Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information. Due to the nature of work performed within our facilities, U.S. citizenship is required.

Responsibilities for this Position

General Dynamics Mission Systems has an immediate opening for an Executive Administrative Assistant. The position provides an opportunity to enhance the performance and profitability of an organization that supports some of our nations fundamental defense services. General Dynamics Mission Systems employees work closely with esteemed customers to develop solutions that allow them to carry out high-stakes national security missions.

This position is responsible for providing a full range of executive administrative (EA) support to one Vice President of Growth and the Vice President of Marketing. The EA will manage their calendar, meeting and travel schedule and associated arrangements, expense and time reporting, and other responsibilities so the Vice President and staff can focus on successfully running a business enterprise. The EA will organize and manage Executive Leadership Team (ELT), senior staff meetings, business meetings, strategy sessions, and special assignments as needed. As a result, the EA must be flexible to work overtime and/or outside of normal business hours when necessary and must demonstrate maturity, high initiative, trustworthiness, timeliness, precision, and adherence to confidentiality and protecting company information at all times.

REPRESENTATIVE DUTIES AND TASKS:

Responsible for the critical organization, prioritization, and scheduling for company Business/Division Vice Presidents
Prioritizes and coordinates their calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff
Manages frequently changing schedules and appointments as well as coordination of projects and tasks
Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations
Drafts, proofreads, and finalizes high-level written correspondence that is consistently error-free
Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, company-wide meetings to include reserving rooms, preparing for the event, coordinating with on-site facilities and information technology experts, and facilitating events as needed
Organizes local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel
Prepares expense reports for travel reimbursements to ensure timely filing
Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed
Greets internal and external customers; handles inquiries and refers more complex inquiries to appropriate offices
Obtains data from various sources, analyzes data and information, and prepares reports as needed
Updates and maintains organizational charts, electronic and manual records, and confidential files
Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint and Word documents
Fosters an environment of trust and teamwork: builds collaborative relationships, internally and externally
Communicates effectively with executives to keep them informed of upcoming commitments and responsibilities
Communicates professionally and effectively with staff and customers
Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information
Handles sensitive and confidential information in an appropriate manner without exception
Collaborates to improve processes and procedures
Maintains strict confidentiality and protecting company information at all times
Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff; Department of Defense and other federal agencies and departments; and other professional organizations
Maintain fiduciary accountability related to corporate card usage
Ability to plan, schedule, and coordinate large employee events (e.g. offsite meetings)

KNOWLEDGE SKILLS AND ABILITIES:

Comprehensive understanding of the general and technical aspects of the job and the company
Works independently and as a team in a complex and dynamic office environment
Excellent organization and time management skills, attention to detail, and ability to multi-task high priorities
Solid ability to convey effectual presence through high-level, professional written and oral communications
Solid interpersonal skills and a professional demeanor in interacting with a wide variety of people
Works effectively with a geographically dispersed and frequently virtual team
Cultivates customer and staff confidence at a senior level
Effectively and efficiently works within time constraints and adjusts to changing circumstances
Self-starter who can work independently, with or without established procedures
Develops procedures to ensure consistent work performance
Strong ability to correct course, sometimes at the last minute, in order to improve outcomes
Strong ability to provide constructive guidance and feedback, and openly receives the same
Applies an excellent level of discretion when dealing with sensitive information/situations
Must be fully proficient with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint
Must display strong attention to detail and a penchant for producing error-free work
Must demonstrate strong writing and editing skills, vocabulary and grammar
Must have experience in managing information and tasks easily
Must have current information technology skills and experience
Due to the nature of work performed, U.S. citizenship is required
Administrative certification is considered a plus (such as CEA, CAP, PACE, CPS or equivalent)

While on-site, you will be a part of the Fair Lakes location. Please note, the Fair Lakes building will be transitioned to Chantilly, VA by April 2025.

Salary Note

This estimate represents the typical salary range for this position based on experience and other factors (geographic location, etc.). Actual pay may vary. This job posting will remain open until the position is filled.

Combined Salary Range

USD $45.80 - USD $49.13 /Hr.

Company Overview

At General Dynamics Mission Systems, we rise to the challenge each day to ensure the safety of those that lead, serve, and protect the world we live in. We do this by making the worlds most advanced defense platforms even smarter. Our engineers redefine whats possible and our manufacturing team brings it to life, building the brains behind the brawn on submarines, ships, combat vehicles, aircraft, satellites, and other advanced systems.

We pride ourselves in being a great place to work with this shared sense of purpose, committed to a diverse and exciting employee experience that drives innovation and creates a community where all feel welcome and a part of something amazing.

We offer highly competitive benefits and a flexible work environment where contributions are recognized and rewarded. To see more about our benefits, visit https://gdmissionsystems.com/careers/why-work-for-us/benefits

General Dynamics is an Equal Opportunity/Affirmative Action Employer that is committed to hiring a diverse and talented workforce. EOE/Disability/Veteran

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