Description

Northrop Grumman Aeronautics Systems is seeking an experienced Administrative Assistant 3 / Administrative Assistant 4 to support the ATDC team in Rancho Bernardo, California.

Key responsibilities include performance of all administrative and support functions for the director and other PM leaders inside the program area. The job will involve coordination among multiple functional organizations located across multiple campus locations and time zones.The position requires a self-motivated professional who is skilled in a full range of administrative support functions; including answering phones, ordering supplies, coordinating security related functions, travel arrangements, planning team engagement activities, filing expense reports, coordinating meetings across multiple calendars, managing/coordinating guests, supporting the program group’s day-to-day administrative needs including facility requirements, and coordinating the new employees’ onboarding process.

Essential Functions:

• Manage email distribution lists
• Calendar management (coordinate/sync unclassified and classified calendars)
• Meeting organization
• Coordinating travel arrangement including associated visit approvals and clearance transfers
• Meeting planning
• Travel expense report generation and closeout
• Help coordinate/prepare briefing packages
• Visitor coordination, arrangements, and serve as visitor liaison

General Office Management Tasks:

• Assist with overseeing office moves and support facility related actions
• Sometimes backfill for the administrative assistant to multiple Directors including managing calendars, coordinating travel, and creating expense reports 
• Be asked to work overtime from time to time
• Answer questions relating to office operations and established policies and procedures.
• Gather, compile, and report on information relevant to supervisors’ assignment.

The position requires a positive team player who is flexible in attitude and dedication, with the experience and ability to effectively interface with all levels of Northrop Grumman leadership and support organizations, and customer management.

This position’s standard work schedule is a 9/80. The 9/80 schedule allows employees who work a nine-hour day Monday through Thursday to take every other Friday off.

Requires work in a SCI access area, cannot accommodate a hybrid/telecommute schedule.

Basic Qualifications for Administrative Assistant 3:

• High School diploma/GED with at least 4 years’ experience as an administrative assistant or similar field, preferably for a large team.
• Proficiency in Microsoft Office Suite (Teams, Word, Excel, Outlook, and PowerPoint) 
• Must have active Secret Clearance with a periodic investigation within the last five calendar years
• Must be able to obtain and maintain a Special Program Access

Basic Qualifications for Administrative Assistant 4:

• High School diploma/GED with at least 6 years’ experience as an administrative assistant or similar field, preferably for a large team.
• Proficiency in Microsoft Office Suite (Teams, Word, Excel, Outlook, and PowerPoint) 
• Must have active Secret Clearance with a periodic investigation within the last five calendar years
• Must be able to obtain and maintain a Special Program Access

Preferred Qualifications

• Active DoD Top Secret/ SCI
• Excellent communication and interpersonal skills.
• Ability to work with all levels of management and their assistants.