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Executive Administrative Assistant

3 months ago

Houston, United States Barrios Technology Full time

Overview:
Our long-term client relationship with NASA has led to a need for an **Executive Administrative Assistant **on the Human Space Flight Technical Integration (HSFTIC) contract at Johnson Space Center (Houston, TX).

As the Executive Administrative Assistant, you will provide Executive Administrative support to the Program Management Office (PMO) and serve as a team lead among three (3) administrative assistants also supporting the contract.

Building on more than four decades of experience in providing innovative integration solutions for government and commercial space programs, Barrios offers an extensive range of engineering, software, and related technology integration services in support of the aerospace community. As a woman-owned and operated small business, we are a people-focused company that supports professional development, while working to ensure that you maintain a healthy work-life balance.

Barrios employees actively participate in the growth of the commercial spaceflight industry through our partnerships with companies leading commercial space development, as well as successfully supporting NASA as our primary government customer. Our long history supporting Low Earth Orbit (LEO) on the International Space Station, and now Commercial LEO, lays the groundwork for future missions to the Moon through our work on Orion, Gateway, and the Space Launch System.

**Responsibilities**:
The **Executive Administrative Assistant** will:

- Provide administrative support to Project Manager, Deputy Project Manager, Departmental Managers and staff by assisting with daily clerical office duties.
- Serve as the lead administrative assistant among other program admins including initiating team meetings and leading admin workflow processes/updates.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Manage calendars including sending meeting notices, resolving calendar conflicts, and finding free time for all meeting participants and consolidating meetings as appropriate.
- Prepare and post presentations and agendas for meetings.
- Reserve conference rooms.
- Maintain distribution lists.
- Setup and breakdown meeting rooms.
- Make travel arrangements, provide support throughout the travel process, and process expense reports for both domestic and international trips.
- Process and track contract awards, training requests, purchase summaries, check requests, tuition reimbursements, and service requests.
- Maintain/track annual contract recognition award budgets.
- Aid in on-boarding and off-boarding personnel.
- Serve as organizational point of contact for miscellaneous administrative activities.
- Follow policies and procedures and complete administrative tasks correctly and on time.
- Participates and assists in preparing periodic contract activities that may fall outside normally scheduled work hours (e.g., contract events, ordering and picking up team meals).
- Perform other duties as required.

Qualifications:
**Required Education/Experience/Skills**:

- BA/BS degree in the appropriate discipline from an accredited college or university, plus five (5) years of specialized experience, or any equivalent combination of education/experience.

**-OR-**
- BA/BS degree in the appropriate discipline from an accredited college or university, plus ten (10) years of specialized experience, or any equivalent combination of education/experience.
- Excellent verbal and written communication skills, multi-tasking, customer service skills, and interpersonal skills.
- Ability to delegate work in order to prioritize tasks.
- Ability to work independently and troubleshoot.
- Ability to keep information organized and confidential.
- Self-motivated and the ability to work in team environment.

**Preferences**:

- Ten (10) years of experience.

**Work Location**:

- Ideally, you will be located in the Houston - Clear Lake, TX area. That said, Barrios strives to maintain a flexible, and diverse working environment for our people. Barrios currently offers flexible working arrangements, including hybrid and remote work, to help reinforce our strong commitment to providing greater work-life balance and flexibility.

**Essential Requirements**:

- Must be a U.S. Citizen and successfully complete a U.S. government background investigation.
- Ability to work outside normal schedule and adjust schedule to meet peak periods and surge requirements when required.
- Must be able to work in a team atmosphere.
- Must put forward a professional behavior that enhances productivity and promotes teamwork and cooperation.
- Grooming and dress must be appropriate for the position and must not impose a safety risk/hazard to the employee or others.
- This position may require some commuting and traveling to other installations as needed.

Barrios Technology is a drug-free workplace, which is imperative to the health and safety of all employees and is required as a conditi