Executive Assistant - Military veterans preferred

2018-11-07
General Dynamics Mission Systems (https://gdmissionsystems.com/careers/)
Other

/yr

  full-time   employee


Fairfax
Virginia
United States

Basic Qualifications
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 senior level management. The best candidates will have a bachelor's degree in management or business and 10 years relevant experience.
Due to the nature of work performed within our facilities, U.S. citizenship is required.
Responsibilities for this Position
General Dynamics Mission Systems has an immediate opening for an Executive Assistant. The position provides an opportunity to enhance the performance and profitability of an organization that supports some of our nation’s fundamental defense services. General Dynamics Mission Systems employees work closely with esteemed customers to develop solutions that allow them to carry out high-stakes national security missions

SUMMARY:

This position is responsible for providing a full-range of executive administrative (EA) support to the Vice president of Human Resources who is a member of the company's Executive Leadership Team. The EA will manage the Vice President's calendar, meeting and travel schedule and associated arrangements, expense reporting and other responsibilities so the Vice President can focus on successfully running a business enterprise. The EA will organize and manage senior staff meetings, business meetings, strategy sessions, and special assignments as needed. As a result, the EA must be flexible to work overtime and/or outside of normal business hours when necessary and must demonstrate maturity, high initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.

REPRESENTATIVE DUTIES AND TASKS:
Responsible for the critical organization, prioritization, and scheduling for a company Vice President
Prioritizes and coordinates the Vice President's 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
Composes correspondence, captures meeting notes and action items, monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the executive's attention
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, All Hands and Town Hall 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
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
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
Assists with support for other administrative personnel and performs other executive administrative functions as required
Collaborates to improve processes and procedures
Maintains strict confidentiality in all matters
10% Travel Required

KNOWLEDGE SKILLS AND ABILITIES:
Complete understanding of the general and technical aspects of the job and the company
Works independently and as a team in a complex and dynamic office environment
Superb organization and time management skills, attention to detail, and ability to multi-task high priorities
Ability to convey effectual presence through high-level, professional written and oral communications
Excellent interpersonal skills and a professional demeanor in interacting with a wide variety of people
Works effectively with a geographically dispersed and frequently virtual team
Cultivates customer and staff confidence at an executive level
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
Ability to correct course, sometimes at the last minute, in order to improve outcomes
Provides constructive guidance and feedback, and openly receives the same
Applies discretion when dealing with sensitive information/situations
Must be very proficient with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint
Must have strong attention to detail and a penchant for producing error-free work
Must have superior writing and editing skills, vocabulary and grammar
Must 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; Department of Defense and other federal
agencies and departments; and other professional organizations
PREFERRED DEGREE TYPES AND EXPERIENCE:
Certified Administrative Professional (CAP)
Previous Executive Level support experience preferred
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