Senior Administrative Coordinator

Administrative Associate

Are you someone who likes variety, a fast-paced environment and can think fast on your feet to shift priorities at the blink of an eye? Are you a professional that enjoys building relationships with internal and external customers, who can exercise good judgment in a variety of situations, has strong administrative and organizational skills and can communicate well with all levels of management? If you answered "yes," then RTX BBN wants to hear from you. BBN's Collaborative Administration Group, called POST (Professional Office Support Team) has an opening for a Full time Administrative Associate who will provide administrative support for professional, technical and engineering co-workers at various levels. This is an on-site role, located in Middletown, Rhode Island.

What You Will Do:

• Answer the main phone line, direct calls, and assist with calls from a multipoint phone system.
• Serve as backup for administrative support at other locations as required.
• Collaborate with and support administrative teams across the RTX BBN organization.
• Register and greet visitors per company requirements using the approved Visitor Management System.
• Manage package receipt and pickup coordination; enter goods receipts when required.
• Maintain security protocols at the front desk area.
• Perform all reception duties, including maintaining a clean and organized lobby area.
• Maintain and tidy kitchens and supply areas.
• Order office, kitchen, and maintenance supplies as needed; maintain an inventory log.
• Escort visitors when necessary.
• Maintain team calendars for events, vacations, and travel.
• Become a subject matter expert on travel-related business policies and procedures.
• Coordinate and arrange internal meetings and events, including visitor arrangements and catering setup.
• Create and process trip/expense reports and vendor reimbursements in line with company policies.
• Track and maintain a log of travel claims, ensuring timely resolution within policy guidelines.
• Arrange and assist with travel reservations, adhering to corporate travel policies.
• Schedule and coordinate interviews for potential new hires.
• Support new employee onboarding processes when necessary.
• Coordinate and assist with export paperwork requirements, including Business Courtesies and the Raytheon Global Export Management System (RGEMS).
• Assist in maintaining company document repositories.
• Support the Facility Manager or Supervisor with onsite vendor communications and maintenance coordination.
• Serve as the Government Property Coordinator for the site, including system entries, barcoding, location tracking, and reporting. Conduct annual internal property inventories. Support customer audits and provide regular inventory reports to program teams. Handle disposition requirements for closed contracts and monthly reporting for active contracts.
• Maintain conference room calendars and ensure printers, fax machines, and copiers are operational.
• Support Environmental, Health, and Safety (EHS) initiatives, including quarterly audits in designated areas.
• Coordinate with other business areas as needed to foster a unified and cohesive environment.
• Provide support for business changes, process improvements, and other evolving requirements.
• Travel to other BBN, RTX, teammate, or customer sites for meetings or business-related activities, as needed.
• Perform additional administrative and clerical duties as assigned.

What You Will Gain:

• Opportunity to leverage and further develop your customer service, problem-solving and organizational skills.
• Develop leadership qualities including facilitation, collaboration, and influential communication.
• Opportunities to develop new skills and progress in your career.

Qualifications You Must Have:

• AA/AS degree (or other 2-year post high school training) with a minimum of 6 years of relevant experience.
• Experience in Microsoft Office 365 applications.
• Physical requirements include ability to lift, carry or move 27lbs on own. Ability to push, pull, lift for office/conference set ups.
• The ability to obtain and maintain a U.S. government issued security clearance is required. U.S. citizenship is required, as only U.S. citizens are eligible for a security clearance.

Qualifications We Prefer:

• Excellent organizational skills.
• A focus on customer service
• Great attention to detail.
• Ability to multitask effectively and expeditiously complete tasks.
• Excellent written communication skills.
• Teamwork, collaboration, and initiative are essential in this role.
• Excellent interpersonal skills.
• Exuberant, forward-looking personality and an ability to think outside the box are essential to this role.
• Light occasional domestic travel, when needed in support of another site.