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Administrative Assistant 4

Northrop Grumman is seeking an Executive Assistant to support the Director of Mission Solutions and provide additional support to the Director of Sierra Programs in the Special Defense SBU at Undersea Systems in Annapolis, MD.
This is an exciting, dynamic environment at the cutting edge of business in the high technology defense industry. The successful candidate will work well in a highly dynamic environment, be an independent thinker, be customer oriented, be proactive and have a track record of working in a fast-paced, multi-faceted environment with a high daily workload supporting multiple managers, employees, and priorities as required. This position requires excellent interpersonal skills and professionalism, a high level of discretion and confidentiality, the ability to interact with internal and external customers as well as senior management, be able to organize and prioritize tasks with minimum supervision, and possess strong office management and office technology skills. The candidate must be reliable, resourceful, work accurately and independently and with an ability to anticipate, initiate and follow through with all work requirements, and be able to work extended hours as needed.
This position coordinates business meetings, arranges, maintains, and modifies the Director's schedule and associated departmental activities, handles confidential business matters and maintains effective and efficient organization of administrative requirements. This position will be responsible for administrative functions such as preparing correspondence, receiving visitors including customers and other contractors, arranging conference calls or VTCs, transferring data between networks, handling information requests, coordinating VIP visits, preparing and adjusting travel arrangements and completing expense reports, customer interface and generally acting and making decisions in alignment with the Director's leadership. Additional responsibilities include coordination of staff meetings, answering telephones, screening calls and forwarding messages and maintaining a filing system. In addition, the assistant will be called upon to provide some administrative support for programs that report to the Director.
Candidate will use Microsoft Office to produce high quality reports, presentations, or other documents. Candidate will use Concur to make travel arrangements and process expense reports.
Specific duties and responsibilities include the following:
  • Making travel arrangements and completing expense reports
  • Managing calendars
  • Answering incoming calls and responding to general requests
  • Scheduling meetings and arranging conference rooms and video/audio
  • Editing and updating presentations and documents
  • Collaborating with administrative professionals in related organizations
  • Organizing and arranging major organization events
  • Organizing catering, audio/ video, and other essential services as needed
  • Developing and maintaining organization charts
  • Ordering office supplies, computers, and telephones
  • Assisting in maintaining organization's collaboration sites
  • Answering questions relating to office operations and established policies and procedures
  • Moving data between program networks.
Basic Qualifications:
  • Current Top Secret clearance is required prior to commencing employment for this position. U.S. Citizenship is required.
  • High School Diploma with a minimum of four years additional education and/or experience
  • Computer skills required include advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook and Excel), SharePoint (or equivalent), and intranet/internet proficiency.
  • Ability to make travel arrangements
  • Ability to use Concur travel and expense reporting system for reporting domestic and international travel.
  • Ability to compile and generate reports and presentations.
  • Ability to complete a wide variety of tasks with minimal supervision.
  • Ability to efficiently coordinate Outlook calendar, conference call, and shared link applications.
  • Prior experience coordinating both on and off-site meetings and/or events.
  • Experience proofreading and correcting documents for grammatical errors.
  • Proactive, highly motivated and adaptable, with excellent organizational skills including the ability to juggle multiple tasks, changing needs, and competing priorities.
  • Highly developed verbal and written communication skills and proven success in organizing, prioritizing, and completing assigned responsibilities.
  • Must be able to interface with executive level internal and external contacts with considerable autonomy.

Preferred Qualifications:

  • Current Top Secret Clearance with SCI access and current CI Polygraph
  • Knowledge of NGC resources, policies, and procedures
  • Experience with making travel arrangements
  • Experience with Concur travel and expense reporting system for reporting domestic and international travel
  • Prior experience coordinating both on and off-site meetings and/or events.
  • Experience with SharePoint
  • Experience in supporting a variety of senior management levels and administrative support within an organization.

Northrop Grumman is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO/AA and Pay Transparency statement, please visit U.S. Citizenship is required for most positions.

Company Name:
Security Clearance:
Top Secret / SCI + CI Poly
Annapolis, Maryland
Not Specified
Job Number:

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