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Executive Administrative Assistant

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Leidos

1mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Chicago

AI generated summary

  • You must have a high school diploma, 3 years supporting senior leaders, excellent organization and communication skills, travel coordination experience, and proficiency in Microsoft Office.
  • You will manage executive calendars, travel, and expense reports, prepare correspondence and presentations, organize meetings and events, and liaise with staff, customers, and vendors professionally.

Requirements

  • High School Diploma is required. Bachelor’s Degree is preferred.
  • Three (3) years’ experience as an Administrative assistant supporting Sr. Leaders is required.
  • Excellent organizational and communication skills are required.
  • High attention to detail is required.
  • Strong customer and results orientation skills are required.
  • Ability to handle multiple competing priorities, effectively organize workload to ensure results in a fast-paced environment is required.
  • Ability to keep confidential highly sensitive information is required.
  • Strong communication skills, both written and verbal with multiple internal and external stakeholders is required.
  • Experience coordinating and making national and complex international travel arrangements is strongly preferred.
  • Experience using online travel tools and expense reporting tools and software is required.
  • Effective Microsoft Office skills including MS Word, Excel, Power Point, and Outlook are required.

Responsibilities

  • Manage calendar for executives and customer visits, which includes extensive scheduling of meetings and conference calls and providing notification of appointments, changes to calendar, reminders and confirmations, coordination of and support to meetings and events at the Chicago HQ.
  • Manage extensive travel arrangements, international and domestic for leaders and customers.
  • Manage and review monthly expense reporting for supported leaders and ensure proper setup and processing of payments to vendors.
  • Prepare requested correspondence, meeting notes, PowerPoint files and reports accurately with a professional/polished appearance. Proofread all materials prior to submission for approval and distribution.
  • Coordinate all aspects of meeting planning, including material preparation, site selection and menu planning as well as selected pre and post meeting support activities.
  • Organize department, inter-department, and customer meetings and events for supported leaders.
  • Serve as a liaison between the leaders and various corporate and regional staff as well as any applicants, customers and vendors in a courteous, cooperative and professional manner.
  • Assist staff with various inter-departmental requests, communications and processes.
  • Support other executives as required.
  • Perform other duties as assigned.

FAQs

What is the main responsibility of the Executive Administrative Assistant?

The main responsibility is to provide administrative support to executives in the North America Region and assist with the logistics and execution of customer visits to the Chicago headquarters.

What qualifications are required for this position?

A High School Diploma is required, with a Bachelor’s Degree preferred. Additionally, three years of experience supporting senior leaders as an administrative assistant is required.

What skills are important for success in this role?

Excellent organizational and communication skills, high attention to detail, strong customer and results orientation, and the ability to handle multiple competing priorities in a fast-paced environment are all important for success in this role.

Are there any specific software or tool requirements for this position?

Yes, effective Microsoft Office skills including MS Word, Excel, PowerPoint, and Outlook are required, as well as experience using online travel tools and expense reporting tools.

Is experience coordinating travel arrangements necessary?

Yes, experience coordinating and making complicated national and international travel arrangements is strongly preferred.

What type of communication is expected in this role?

Strong written and verbal communication skills are required for interaction with internal and external stakeholders.

Will the Executive Administrative Assistant need to handle confidential information?

Yes, the role requires the ability to keep highly sensitive information confidential.

Can this job description change over time?

Yes, the job description is not intended to be all-inclusive and the employee may perform other related duties as necessary to meet the ongoing needs of the organization.

Is there an opportunity for career advancement within the company?

While the job description does not explicitly mention it, opportunities for career advancement typically exist in organizations that value employee development and growth.

What is the company’s stance on diversity and equal opportunity?

The company celebrates diversity and provides equality of opportunity for all persons with respect to hiring, without discrimination based on various factors, including race, color, religion, national origin, and more.

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Leidos

Consulting
Industry
10,001+
Employees
1969
Founded Year

Mission & Purpose

Leidos is a company that specializes in providing scientific, engineering, and technology solutions to various industries, including defense, health, and energy. They offer services such as systems integration, data analytics, cybersecurity, and research and development. Leidos' ultimate goal is to apply their expertise to solve complex challenges and make a positive impact on the world. Their purpose revolves around delivering innovative solutions that improve safety, security, and efficiency in critical sectors, ultimately contributing to advancements in technology, science, and human well-being. Through collaboration and innovation, Leidos aims to create a safer, healthier, and more sustainable future for individuals and communities.

Culture & Values

  • Integrity

    Is having the courage to make tough ethical decisions, taking pride in our work, being transparent with our team, and being respectful of everyone.

  • Inclusion

    Is fostering a sense of belonging, welcoming all perspectives and contributions, and providing equal access to opportunities and resources for everyone.

  • Innovation

    Is not limited to our engineers and scientists. It is acting as a catalyst. Being tenacious and curious to help us excel and be a part of a learning organization.

  • Agility

    Is being flexible, creative, and resilient. It is our ability to think and act small while using the size and strength of our balance sheet to our advantage.

  • Collaboration

    Is being team-oriented and proactively engaging to meet shared objectives. It is about building relationships and staying connected with each other.

  • Commitment

    Is being accountable, taking ownership, modeling servant leadership, and operating with a sense of urgency to our customers and teams.

Benefits

  • Compensation

    We structure our salaries to be competitive for the region, market conditions, hardship, and hazards. We also: Reward your contributions to the company and our customers' mission. Recognize and reward notable advances for your profession, the company, and your customers. Ensure fairness, comply with applicable federal, state, and international laws, and meet applicable audit entities' standards.

  • Health and well-being

    Comprehensive health coverage and other health and well-being programs are designed to keep you and your family healthy.

  • Income protection

    Benefits should provide peace of mind, support you and your family, and help you successfully navigate life events. We took all these factors into account when we developed our income protection.

  • Leave

    Time off is as important to your professional productivity as it is to your personal well-being. We offer several types of leave that together total the time you need to live your life outside the office.

  • Paid time off (PTO)

    As an eligible employee, you’ll be able to accrue paid time off for vacations, personal business, and short-term illness. You can also borrow up to 40 hours of PTO before you accrue it, with your manager’s approval.

  • Paid parental leave

    Eligible employees may take the lesser of twenty (20) days or four (4) weeks of paid parental leave.

  • Holidays

    Most Leidos employees get ten paid holidays each year, three floating holidays* to be used at your discretion and these seven fixed holidays. Note: Holidays may vary based on contractual requirements.

  • Retirement

    Employees are eligible to participate in the Leidos 401(k) Retirement Plan. Company match is determined by the employee’s fringe benefit package.

  • Financial well-being

    Leidos believes that financial well-being is an important part of a person's overall health and well-being. Therefore, we are pleased to offer a complimentary suite of programs to meet the varying needs of employees. Programs are dedicated to helping you with improving or maintaining your overall financial wellness by offering educational seminars, webinars, one-on-one coaching, and tools such as the Student Loan Assistance tool. Programs are designed to help you with your financial goals such as budgeting, managing credit card debt, paying off student loans, retirement readiness and more.

  • Family benefits

    Understanding the inherent challenges of balancing work and family responsibilities, we offer benefits to make family life a little easier

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