Administrator

2018-07-13
General Dynamics Mission Systems (https://gdmissionsystems.com/careers/)
Other

/yr

  full-time   employee


Pittsfield
Massachusetts
United States

Basic Qualifications
High School Diploma or the equivalent is required. In addition, Related Vocational Training plus a minimum of 5 years administrative or business experience, or a minimum 8 years of administrative or business experience.
CLEARANCE REQUIREMENTS:
Department of Defense SECRET security clearance is required at time of hire and eligible to receive a TOP SECRET within 24 months. 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.
Responsibilities for this Position
REPRESENTATIVE DUTIES AND TASKS:
Summary:

This position is responsible for providing a full-range of administrative support to Directors and/or Senior Managers (exceptions may be made if an employee's scope/span of control is significantly greater) and their staff of at least 35 employees. The Administrator will manage their calendars, meeting and travel schedule and associated arrangements, expense and time reporting, and other responsibilities to relieve the directors and/or senior managers and their staff of administrative details and allow them to concentrate on other business activities. The Administrator is expected to demonstrate poise, initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.

Prioritizes and coordinates the Directors and/or Senior Managers and their staff's calendars 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
Monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the Directors and/or Senior Manager's attention
Drafts, proofreads, and finalizes written correspondence ensuring accuracy
Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, meetings to include reserving rooms, preparing for events, coordinating with onsite 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 inquires and refers more complex inquiries to appropriate offices
Obtains data from various sources, analyzes data and information, and prepares reports as needed
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 professionally and effectively with employees and customers
Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information
Collaborates with others to improve processes and procedures
Maintains strict confidentiality in all matters

KNOWLEDGE SKILLS AND ABILITIES:

Basic understanding of the general and technical aspects of the job and the company
Ability to work both independently and as a team member
Solid organization and time management skills, attention to detail, and ability to multi-task high priorities
Ability to demonstrate professional written and oral communications
Solid interpersonal skills and a professional demeanor in interacting with a wide variety of people
Works effectively with a geographically dispersed and frequently virtual team
Effectively and efficiently works within time constraints and adjusts to changing circumstances
Self-starter who can work independently, with or without established procedures
Develops procedures to ensure consistent work performance
Applies discretion when dealing with sensitive information/situations
Must be proficient with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint
Must be proficient with Microsoft Project and SharePoint
Should demonstrate solid attention to detail and a penchant for accuracy
Must have solid writing and editing skills, vocabulary and grammar
Should have experience in managing information and tasks easily
Must have current information technology skills and experience

Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff; external customers
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 13,000+ 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!
General Dynamics is an Equal Opportunity/Affirmative Action Employer that is committed to hiring a diverse and talented workforce. EOE/Disability/Veteran
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