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Executive Administrative Assistant

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  • Job
    Full-time
    Mid, Senior & Expert Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Fairfax

Requirements

  • - Bachelor’s degree and a minimum of 3 years administrative, business, and/or technical support experience, or a minimum 10 years of Administrative Assistant experience with at least 2 years supporting at the senior level management.
  • - The best candidates will have a bachelor’s degree in management or business and 10 years relevant experience.
  • - Exceptional knowledge of Outlook, PowerPoint, Word, and Excel.
  • - Department of Defense Secret security clearance is preferred at time of hire.
  • - Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.
  • - Due to the nature of work performed within our facilities, U.S. citizenship is required.
  • - Administrative certification is considered a plus (such as CEA, CAP, PACE, CPS or equivalent).

Responsibilities

  • Responsible for the critical organization, prioritization, and scheduling for company Business/Division Vice Presidents
  • Prioritizes and coordinates their calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff
  • Manages frequently changing schedules and appointments as well as coordination of projects and tasks
  • Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations
  • Drafts, proofreads, and finalizes high-level written correspondence that is consistently error-free
  • Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, company-wide meetings to include reserving rooms, preparing for the event, coordinating with on-site facilities and information technology experts, and facilitating events as needed
  • Organizes local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel
  • Prepares expense reports for travel reimbursements to ensure timely filing
  • Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed
  • Greets internal and external customers; handles inquiries and refers more complex inquiries to appropriate offices
  • Obtains data from various sources, analyzes data and information, and prepares reports as needed
  • Updates and maintains organizational charts, electronic and manual records, and confidential files
  • Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint and Word documents
  • Fosters an environment of trust and teamwork: builds collaborative relationships, internally and externally
  • Communicates effectively with executives to keep them informed of upcoming commitments and responsibilities
  • Communicates professionally and effectively with staff and customers
  • Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information
  • Handles sensitive and confidential information in an appropriate manner without exception
  • Collaborates to improve processes and procedures
  • Maintains strict confidentiality and protecting company information at all times
  • Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff; Department of Defense and other federal agencies and departments; and other professional organizations
  • Maintain fiduciary accountability related to corporate card usage
  • Ability to plan, schedule, and coordinate large employee events (e.g. offsite meetings)

FAQs

What are the basic qualifications for the Executive Administrative Assistant position?

The basic qualifications include a Bachelor’s degree and a minimum of 3 years of administrative, business, and/or technical support experience, or a minimum of 10 years of Administrative Assistant experience with at least 2 years supporting senior-level management. Candidates with a bachelor’s degree in management or business and 10 years of relevant experience are preferred.

Is a security clearance required for this position?

A Department of Defense Secret security clearance is preferred at the time of hire. Applicants selected will undergo a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

What kind of experience is required for this job?

Candidates should have at least 3 years of administrative, business, and/or technical support experience or a minimum of 10 years of Administrative Assistant experience, including 2 years of supporting senior-level management.

What software skills are necessary for this role?

Applicants must have exceptional knowledge of Microsoft Outlook, PowerPoint, Word, and Excel.

What are the primary responsibilities of the Executive Administrative Assistant?

The Executive Administrative Assistant is responsible for providing a full range of executive administrative support, managing calendars, organizing meetings and travel arrangements, preparing agendas and reports, and handling sensitive information, among other duties.

Are there opportunities for overtime in this position?

Yes, the Executive Administrative Assistant must be flexible to work overtime and/or outside of normal business hours as needed.

What is the salary range for this position?

The combined salary range for this position is approximately USD $45.80 - USD $49.13 per hour, depending on experience and other factors such as geographic location.

What benefits does General Dynamics Mission Systems offer?

General Dynamics Mission Systems offers highly competitive benefits, a flexible work environment, and recognizes and rewards employee contributions. More details can be found on their benefits page.

Is U.S. citizenship required for this position?

Yes, due to the nature of work performed, U.S. citizenship is required.

Are administrative certifications considered a plus for this role?

Yes, administrative certifications such as CEA, CAP, PACE, CPS, or equivalent are considered a plus.

We develop mission critical solutions for those that lead, serve and protect the world we live in.

Defence & Aerospace
Industry
10,001+
Employees
1952
Founded Year

Mission & Purpose

General Dynamics Mission Systems is a company specialising in advanced technology solutions for defence, intelligence, and cybersecurity sectors. They design, develop, and integrate secure communication and information systems, providing critical support for military and governmental operations. Their aim is to ensure national security and global stability through innovative and reliable technology. By delivering cutting-edge solutions, they strive to protect and empower those who defend and serve, contributing to a safer world.