ADMINISTRATIVE ASSISTANT - SR. SECRETARY - Admin. Support for Prop. & Energy Machinery Group

Administrative Assistant - Sr. Secretary

Provide administrative support for the Section Manager and several technical staff, including meeting scheduling, calendar management and coordination, travel arrangement and expense reports, and technical document preparation and administrative review.

Support section staff and clients through coordination of meetings and visitors, taking minutes, maintaining databases and administrative files, and coordinating/tracking various action items and deadlines within and outside the section.

Assist other administrative staff as required in team working environment with limited supervision and a large amount of autonomy.

Maintain awareness and understanding of Division, Department, and Section operating policies, procedures, and processes as a resource to section staff.

Proactively identify bottlenecks/issues with the same and propose/develop improvements.

Communicate responsively and professionally with a large team of staff and clients utilizing excellent interpersonal skills.

Apply creativity and flexibility to respond to varying conditions, special circumstances, and challenging deadlines to get the job done.

Perform document preparation and administrative review and editing of technical documents including memos, business letters, proposals, reports, conference/journal papers, presentations, etc.

Prepare purchase requisitions, project detail sheets, expense reports, travel authorizations accurately, and project/proposal-related forms accurately and route for approvals.

Coordinate actions and deadlines for tasks and communication with department staff, contract specialists, facilities laborers, media and publication specialists, etc.

Organize small and large events and meetings, including meeting agenda/program preparation.

Requires a high school diploma or equivalent

Coursework related to administrative support skills are beneficial

Continuing education related to the role are beneficial

10 years: Secretarial or administrative experience in technical or related field.

Experience should include supporting individuals and large groups in an administrative capacity.

Must have experience editing and formatting complex documents: grammar/spelling, utilizing format/style templates

Must have experience incorporating figures, data tables, equations, and references

Must be proficient in Outlook, Microsoft Word, Excel, and PowerPoint

Excellent verbal and written communication skills to communicate responsively and effectively with many technical staff and clients, including professional interpersonal communication skills for meeting support

Must be able to prioritize tasks and progress multiple assignments utilizing strong organizational skills and attention to detail

Experience in office management and coordinating other administrative staff efforts is helpful

A valid/clear driver's license is required

Must be a U.S. person (i.e., U.S. citizen, non-U.S. citizen national, lawful permanent resident, asylee, or refugee) due to ITAR work in section.

Job Locations: San Antonio, Texas