Administrative Assistant

1 month ago

Tampa, Florida, United States CAE Full time

About This Role

Who We Are:

  • CAE Vision: Our vision is to be the worldwide partner of choice in defense and security, civil aviation, and healthcare by revolutionizing our customers' training and critical operations with digitally immersive solutions to elevate safety, efficiency and readiness.
  • CAE Defense & Security Mission: CAE's Defense and Security business unit focuses on helping prepare military customers to develop and maintain the highest levels of mission readiness.
  • CAE Values: Empowerment, Innovation, Excellence, Integrity and OneCAE make us who we are and we strive to make a difference in the world while helping each other succeed.

What We Have to Offer:

  • Comprehensive and competitive benefits package and flexibility that promotes work-life balance
  • A work environment where all employees are valued, respected and safe
  • Freedom to succeed by enabling team members to deliver, take initiatives and make decisions
  • Recognition, professional development, advancement and having fun

Summary

Provides overall support to the department's Director and supports the administrative needs of the Engineering Management staff. Candidates must exhibit a high degree of initiative, professionalism and confidence with written and verbal communication.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Perform administrative duties for Engineering Management team, Engineering Department, and Orlando Engineering group
  • Manage departmental web sites and SharePoint content
  • Manage Director's calendar and schedule appointments, arrange meetings, conferences and teleconferences
  • Support data collection, reporting, and analytics, including preparation of presentation material, spreadsheets, databases, correspondence, reports, and other documents
  • Must be able to work with confidential information using full discretion
  • Arrange travel and complete expense reports and security travel forms
  • Work with Information Technology (IT) and Human Resources (HR) departments to assist with on-boarding of new hires
  • Handling of both outgoing mail and incoming mail / package distribution
  • Screen incoming calls and respond independently when possible
  • Perform event planning for both on-site and off-site events, coordinate planning with facilities, caterers, and electronic requirements (i.e. Internet, Audio/Video equipment, etc.)
  • Maintain office supply inventory, check stock to determine inventory level, anticipate needed supplies, place and expedite supply orders
  • Maintain the working area in a neat and orderly appearance
  • Must be confident and professional when interacting with internal/external customers and all levels of management.
  • Must be organized and self-motivated with the ability to work under minimal supervision
  • Must have the ability to self-prioritize and meet deadlines
  • Must have excellent customer service skills
  • Must be detailed oriented and possess a high level of initiative and work ethic
  • Must exercise independent judgment in selecting and interpreting information

Qualifications and Education Requirements

  • High School graduate (Associates degree or training in Administrative Profession is preferred).
  • Must be able to work flexible hours and overtime as needed, including weekends on rare occasions
  • Must be familiar with all office equipment such as: Microsoft PC Products, copy machine, scanner, printer, and fax
  • Must possess proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook) with desire to learn new software packages.
  • Due to U.S. Government contract requirements, only U.S. citizens are eligible for this role.

Security Responsibilities

Must comply with all company security and data protection / usage policies and procedures. Personally responsible for proper marking and handling of all information and materials, in any form. Shall not divulge any information, or afford access, to other employees not having a need-to-know. Shall not divulge information outside company without management approval. All government and proprietary information will be accessed and stored electronically on company provided resources.

  • Incumbent must be eligible for DoD Personal Security Clearance.

Due to U.S. Government contract requirements, only U.S. citizens are eligible for this role.

Work Environment And Physical Demands

  • Must be able to work flexible hours and overtime as needed, including occasional weekends.
  • Work Environment is standard office on second floor of building. Office space includes standard cubicle with desk including desktop computer equipment (monitor, keyboard, mouse)
  • Moderate levels of stress associated with managing multiple priorities can be expected

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

CAE USA Inc. is an EOE/AA employer and gives consideration for employment to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you'd like more information about your EEO rights as an applicant under the law, please click here Know Your Rights: Workplace Discrimination is Illegal.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

Position Type

Regular

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

Equal Opportunity Employer

CAE is an equal-opportunity employer committed to diversity, equity, and inclusion. As "One CAE," we take affirmative action to ensure equal opportunity for all applicants regardless of race, nationality, colour, religion, sex, gender identity and expression, sexual orientation, disability, neurodiversity, Veteran status, age, or other legally protected characteristics.

If you don't see yourself fully reflected in every job requirement listed in the job posting, we still encourage you to reach out and apply. At CAE, everyone is welcome to contribute to our success. If reasonable accommodation is needed to participate in the job application or interview process, please get in touch with us at rh-

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