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Administrative Assistant

4 months ago

Houston, United States Jacobs Full time

**Location**: Houston, TX
**Category**: Aerospace
**Job ID**: ADV0008VM

**Your Impact**:
Challenging Today. Reinventing Tomorrow.
- We’re invested in you and your success. Everything we do is more than just a project. It’s our challenge as human beings, too. That’s why we bring a thoughtful and collaborative approach to every one of our partnerships._
- At Jacobs, we challenge the status quo and redefine how to solve the world’s greatest challenges, transforming big ideas into intelligent solutions for a more connected, sustainable world._
- Design your career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed - today and into tomorrow._

Are you passionate about human space exploration, understanding the origins of the universe, and working with a passionate and diverse team to make a difference? If you are, we need you

We need your talent, teamwork, and energy to help us achieve great things that inspire people all over the globe. We need you to bring creative ideas and diverse backgrounds to help us envision, shape, and deliver systems that will enable the exploration of space while benefiting people here on Earth. We are excited about what we do, and we need you on our team as we take on exciting challenges for NASA’s pursuits in deep space exploration. As NASA’s largest engineering solutions provider working together with NASA at centers across the United States.

We have an exciting opportunity for an Administrative Assistant to join the team

The Administrative Assistant will:

- Organize and update Group Manager and Deputy Group Manager’s calendar, arrange meetings, greet, and accommodate guests, communicate and work with other admins with the organization to achieve department goals, discreetly handle sensitive paperwork, communicate with employees at all levels
- Provide daily support to the Group Manager, Deputy, Section Managers, Staff, and department employees
- Act as Travel Coordinator for managers within the Department, being knowledgeable of travel policies and procedures, assisting personnel in travel authorizations, bookings, and expense report submissions, and providing periodic training to new employees on travel policy and practices
- Act as Training Coordinator, consisting of the maintenance of training documentation and records, training classes, general report generation, non-compliance reporting, etc.
- Utilize Microsoft Teams, Outlook, Word, PowerPoint and Excel to create, maintain, and edit a variety of presentations, spreadsheets, and documents for audiences of all levels
- Utilize Microsoft SharePoint and Smartsheet to maintain, revise and create sites and sheets as needed
- Collect agenda topics for upcoming meetings using the weekly SharePoint page
- Collect actions and follow up with actioners to get the actions completed and statuses updated ahead of the meetings
- Publish minutes from the meetings that include decisions made and actions taken
- Maintain office supplies from ordering through distribution
- Possess knowledge and understanding of contract/company procedures to direct employee questions to the correct department/contact appropriately
- Use experience and good judgment to generate and disseminate information across the group, utilizing distribution lists with little or no review required
- Regularly status appropriate employee action(s) to ensure timely completion needed by any department (travel, credit card, HR requests, training, etc.)
- Professionally represent the Department when communicating with internal and external customers (i.e. phone messages, greeting guests, reach back, etc.)
- Perform other duties as required

**Here’s what you’ll need**:
**Requisition Qualifications**:

- Requires a HS diploma or its equivalent and a minimum of 4 years of experience in the field or in a related area
- Must possess intermediate to advanced level computer skills in Outlook, Excel, PowerPoint, and Word in order to transform handwritten outlines/rough drafts into presentations or assemble basic presentations with little to no direction or input
- Must be proficient with Microsoft suite of products to develop and maintain spreadsheets, host meetings, and prepare presentations
- Must possess sufficient computer knowledge to quickly learn MS SharePoint to create, revise, and maintain SharePoint sites
- Must demonstrate key competencies in the areas of communication, planning and organizing, flexibility and adaptability, customer service, problem assessment and problem solving, attention to detail, and teamwork
- Requires excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors

**Requisition Preferences**:

- Experience using and developing worksheets, dashboards, and automations in Smartsheet strongly preferred

**Why Join Our Team?**

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