Administrative Assistant to PS Operations Directors

Job Title: Administrative Assistant to PS Operations Directors 

Job Code: 42859          

Job Location: Huntsville, AL (HQ)

Job Schedule: 9/80: Employees work 9 out of every 14 days – totaling 80 hours worked – and have every other Friday off

Job Description:

This position will report directly to the PS Director of Operations and also provide administrative support to additional MSL Operations Director's. This role will collaborate with the Missile Propulsion (MP) sector and MSL segment executive assistants to support site events at the Huntsville Headquarters site and provide coverage during PTO and vacancies of other assistants. Responsibilities include management of schedules, special presentation preparation, coordination of special events, conference room meeting setup, travel arrangements, expense reporting, food services and support of communications to executives and customers. This role will require frequent interaction with intra- and inter-organizational contacts, customers, vendors, and representatives of professional organizations and public agencies that will require good diplomacy and judgment to resolve conflicting needs, and ability for discreetly handling sensitive internal and proprietary data. This position may also be involved in meetings in which management-only discussions occur, so discretion is required. Will also be responsible for maintaining an inventory of supplies with ordering authority that may eventually include delegated buyer authority.

Essential Functions:

• Under minimal supervision, performs a variety of executive administrative support duties that are complex in nature and where judgment and initiative are required in resolving problems and making recommendations.
• Scheduling, calendar maintenance and direct report coordination for the Director of Quality and Directors of Supply Chain Management
• Support of HQ site events and functional meetings, to include catering, coordination, room assignments and stakeholder communications. Supports the Strategic Systems Huntsville-based group with customer events.
• Travel Booking & Expense Reporting for leaders, with responsibility to monitor travel issues and changes.
• Functional team support, business rhythm and performance data collection and dissemination.

Qualifications:

• Requires a High School Diploma or equivalent and a minimum of 4 years of prior relevant experience or 2 years post-Secondary/Associates Degree with 0 to 2 years of prior related experience.

Preferred Additional Skills:

• Experience working in a large, complex, highly regulated corporate environment is required. 
• Experience working in a fast-paced, large corporate or aerospace and defense environment preferred.
• Experience supporting leaders in a large, matrixed corporate environment preferred
• Knowledge of Oracle MRP systems a plus.
• SharePoint administration.
• Experience using Concur (for booking and expense reports) is highly preferred.
• At least 2 years as a senior administrative assistant at large corporation.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, & Teams.
• Must possess strong organization skills and attention to detail.
• Ability to multi-task with frequent interruptions and critical time constraints.
• Demonstrate high level of maturity and confidentiality relating to sensitive information.
• Maintain sensitive documents/files for leaders.
• Effectively prioritize assignments, providing consistent quality results.
• Assists in analyzing and establishing plans to meet key project objectives, and to identify and resolve issues.
• Assist in monitoring and managing critical department and project information, and schedules.
• Provide administrative guidance for activities in defined scope of responsibilities.
• Effectively work as a team member. Successfully establish and maintain cooperative working relationships.
• Provide guidance and mentoring to other assistants.
• Effectively communicate with all levels of management and individual contributors.

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