Department Specialist IV

Management Assistant

General Atomics Aeronautical Systems, Inc. (GA-ASI), an affiliate of General Atomics, is a world leader in proven, reliable remotely piloted aircraft and tactical reconnaissance radars, as well as advanced high-resolution surveillance systems. We currently have an exciting opportunity for an experienced Management Assistant in our Finance Solutions & Services group located in Poway, CA. This position, under limited supervision performs a variety of administrative activities in support of the group and will work within a team environment consisting of program management, technical, production, financial and other supporting staff.

Duties and Responsibilities:

• Proactively manages and maintains the Director's email inboxes and schedules which require contact with internal executives, management, staff, and external customers or officials.
• Plan complex travel and process expense reports for the Director, and other Director's in Finance.
• Plan and execute employee onboarding, offboarding, and transfers.
• Interacts with appropriate points of contact to gather required information in submitting requests through ticketing/request systems, including but not limited to ServiceNow and Concur. Tickets/requests must support departmental needs for supplies, IT hardware, connectivity, facilities requests, purchase requisitions, software, hardware, and subscription license renewals for employees and authorized non-employee personnel.
• Anticipates needs and solves problems to ensure management is made aware of issues that need immediate attention.
• Interfaces effectively with executives, managers, and staff as well as customers and visitors to gather and prepare information, including serving as a point of contact for incoming calls on the main company telephone line.
• Coordinates the preparation and review of correspondence, reports, and presentations, to include metrics-based data, for internal and external audiences.
• Plans, schedules and coordinates various organizational meetings, events, and travel arrangements, including company-wide events such as Town Hall meetings, employee engagement activities, and site tours.
• Tracks progress of delegated staff assignments and may coordinate activities between departments.
• Maintains follow-up system to ensure completion of each task or project.
• Maintains and updates SharePoint sites and other digital resources supporting department and company-wide initiatives, such as professional development, cafeteria, and Organizational Change Management content.
• Coordinates facility and shared-resource logistics, including conference room inventories, executive parking assignments, and recreational facility reservations.
• Maintains organizational reference materials, such as department and admin contact lists, ensuring information remains current and accurate.
• Maintains confidential and specialized files and/or records as well as perceives and deals with sensitive matters while maintaining strict confidentiality.
• Accesses sensitive information necessitating the use of tact, diplomacy, discretion and judgment.
• Utilizes judgment in determining which tasks can be handled and which tasks need to be directed to management or to other members of the organization.
• Demonstrates a collaborative attitude with the ability to work independently and take initiative.
• Provides a customer focused approach to requested information from other members of the department.
• Utilizes interpersonal, verbal and written communication skills to accurately document, report and interface effectively with all levels of personnel, including management, customers and vendors.
• Self-starter who operates well under limited direction and finds satisfaction in solving problems while completing tasks in a way that establishes standard operating methods that drive efficiency.
• Performs other duties as assigned or required.

We recognize and appreciate the value and contributions of individuals with diverse backgrounds and experiences and welcome all qualified individuals to apply.