Senior Administrative Assistant

1 month ago

Orlando, Florida, United States Aechelon Technology Full time

Aechelon Technology, Inc. is a leading producer of 3D simulator content, including Geospecific visual/sensor databases and realistic 3D models. We seek people who share our passion for real-time computer graphics and commitment to our mission of helping make our Nation's pilots safer. We will give you a chance to work with some of the most talented people in the graphics industry.

Our Program Operations team is seeking a Senior Admin Assistant to join our mission. This role reports directly to the Vice President of Program Operations and will engage with Aechelon customers and internal teams, including Program Management (PM), Business Development (BD), and Systems Engineering (SE). Due to the nature of the workload, which is driven by customer deadlines and requirements, some evening and weekend work may be necessary.

The primary workplace for this position is Aechelon Technology's Orlando office, with the possibility of some home office work, depending on the schedule.

United States citizenship required due to restrictions on access to certain data.

Responsibilities will include but not be limited to the following:

  • Providing administrative support in the capture and implementation of programs
  • Assisting with customer quote and proposal preparation, submittal, and tracking
  • Entering and importing data for the Company's new business forecasting and project management tools
  • Maintaining data integrity and accuracy for the Company's new-business forecasting tool
  • Assisting with the update of customer pricing lists and coordinating changes with other departments such as Finance and Platform Engineering
  • Performing office management functions such as coordinating office meetings and demos, facilitating customer visits, and providing support during these functions
  • Assisting with facility management functions such as ordering supplies, interfacing with vendors, and maintaining visitor logs
  • Recording and publishing meeting minutes and status updates for recurring team meetings
  • Assisting with the creation and update of proposal Requirement Traceability Matrices (using Microsoft Excel)
  • Maintaining an inter-departmental calendar for Program Operations and Business Development
  • Communicating with other departments to update and maintain integrity and accuracy of documentation, invoicing, forecasting and program management
  • Assisting with the update and maintenance of ISO 9001:2015 documentation and procedures
  • Performing Internal ISO Quality Audits and creating audit reports

SKILLS/EXPERIENCE REQUIRED:

  • Experience working in an MS Windows-based environment
  • Proficiency in Microsoft Office, with a focus on Excel and Word
  • Excellent verbal and written communication skills – Grammar skills are paramount
  • Detail-oriented and strong organizational skills
  • Ability to multi-task and switch between tasks quickly and efficiently
  • Must be flexible and be able to prioritize tasks
  • Ability to work independently
  • 5+ years working in administrative capacity

SOFTWARE USED:

  • Microsoft Office
  • Perforce version control system
  • Jira issue tracking system
  • Oracle NetSuite CRM System

This position description is not intended to be a complete listing of activities, duties or responsibilities that are required of the employee holding this position. Duties, responsibilities and activities may be changed, or others may be assigned at any time by the Company with notice to the employee.

We offer a very attractive compensation package including competitive base salary, company performance-based profit sharing, 401k, 100% employer paid health benefits (medical, dental, vision, life, std, ltd, and life insurance plans).

No relocation reimbursement provided.

For more information about our company, please visit

Aechelon Technology is an equal opportunity employer. We are committed to providing access and opportunities to individuals with disabilities. If you are an applicant who is unable to fully utilize/access our application process because of a disability, Aechelon Technology will provide a reasonable accommodation. Please send an email to to request that accommodation, and please be sure to include a detailed description of your requested accommodation, your name and preferred method of contact.

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