Senior Administrative Assistant

Senior Administrative Assistant

High School Diploma or equivalent is required plus a minimum of 4 years of relevant experience. Due to the nature of work performed within our facilities, U.S. citizenship is required.

Key Responsibilities

Prioritize and coordinate leadership calendars and meeting schedules in Microsoft Outlook, including internal and external meetings with clients and staff. Arrange coverage during absences and for visiting management.

Schedule and coordinate meetings, video teleconferences, and conference calls, including reserving rooms, preparing materials and agendas, and coordinating with Facilities and IT.

Capture meeting notes and action items and follow up as needed.

Communicate professionally and effectively with employees, customers, and all levels of the organization. Screen calls, connect callers with appropriate staff, and handle or route inquiries.

Monitor external and internal communications, address items promptly, and bring critical issues to leadership's attention.

Draft, proofread, and finalize high-level written correspondence that is consistently error-free.

Enter, format, and proofread content in Excel, PowerPoint, and Word.

Handle sensitive and confidential information appropriately without exception.

Obtain data from various sources, analyze information, and prepare reports as needed.

Support preparation of recurring reports and metrics for leadership reviews.

Audit monthly budget reports for accuracy.

Organize local, domestic, and international travel arrangements, maintaining awareness of security processes for international travel. Prepare expense reports for timely reimbursement.

Update and maintain organizational charts, distribution lists, contact groups, and electronic and manual records.

Process and track new hire onboarding logistics, including badge requests, workspace setup, and IT access.

Coordinate with Security for badge and access requests and visitor processing.

Report employee moves to Facilities via the Computer Assisted Facilities Management (CAFM) system to validate space availability, confirm department assignments, and identify unoccupied space.

Facilitate events as needed.

Collaborate with others to improve processes and procedures.

Work on assignments of moderate difficulty and complexity, exercising judgment in resolving issues.

Foster an environment of trust and teamwork, building collaborative relationships internally and externally.

Knowledge, Skills & Abilities

Self-starter who works independently with minimal supervision, and collaborates effectively as a team member.

Highly proficient with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Strong attention to detail, organization, and time management skills with the ability to multi-task and adjust to changing priorities.

Solid interpersonal skills and professional demeanor in interacting with employees, managers, executives, and external customers.

Strong writing, editing, vocabulary, and grammar skills.

Applies a high level of discretion when dealing with sensitive information and situations.

Develops and follows procedures to ensure consistent work performance.

Effectively works within time constraints and adapts to changing circumstances.

Solid understanding of the general and technical aspects of the job and the company.

Current information technology skills and experience; ability to learn and adapt to new software tools and systems quickly.

Identifies opportunities to apply AI for continuous improvement and innovation.

Experience in a manufacturing or defense environment preferred.

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 $30.36 - USD $32.56 /Hr.

Company Overview General Dynamics Mission Systems (GDMS) engineers a diverse portfolio of high technology solutions, products and services that enable customers to successfully execute missions across all domains of operation. With a global team of 12,000+ top professionals, we partner with the best in industry to expand the bounds of innovation in the defense and scientific arenas. Given the nature of our work and who we are, we value trust, honesty, alignment and transparency. We offer highly competitive benefits and pride ourselves in being a great place to work with a shared sense of purpose. You will also enjoy a flexible work environment where contributions are recognized and rewarded. If who we are and what we do resonates with you, we invite you to join our high-performance team!

Equal Opportunity Employer / Individuals with Disabilities / Protected Veterans