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Administration E
3 months ago
Job Description:
L3Harris is seeking an Administrative Assistant to support a Managing Director and and program staff within the Advanced Enterprise Systems Division which is located in Greenville Texas. The individual must demonstrate the highest level of personal integrity, professionalism, and work ethic as well as delivering a high level of customer service for internal and external customers. They must be meticulous at task management and execution excellence. Creates and/or maintains appropriate logs, databases, filing (hard or soft copy), status reports/tracking. May perform some research or data analysis tasks and report generation. Takes and delivers messages, provide information to callers, distribute and route mail, packages and paperwork. Will schedule and arrange meetings, trips or other events involving customer contacts. Easily adapts to changing environments and multiple competing demands. Is equally comfortable working as an individual or in a group setting and able to interact with all levels of management. The successful candidate will excel at teamwork, as well as working independently. The ability to work with people in various roles and to treat individuals with respect is vital.
Essential Functions:
Serve as the primary point of contact for internal and external communications directed to the AES Managing Director including responding to emails and relaying messages in a timely, clear, and accurate manner. Organize and prepare for meetings, including setting agendas, compiling background information, taking meetings notes, and conducting follow-up on action items. Assist in preparing, editing, and organizing documents, presentations, and reports. Proven experience as an executive administrative assistant. Excellent verbal and written communication skills. Assist with the preparation of reports, spreadsheets, letters, memoranda, agendas, and schedules; collate and prepare materials internal and customer meetings Lead preparation for onsite meetings and catering Space Planning: Coordinate and track workspace assignments, ensure spaces are prepared for office moves and new hires Willing to be a building landlord – walking around weekly to check for any safety issue, maintanance concerns, damaged ceiling tiles, etc. Proactively engage client group, at least weekly, to ensure upcoming events and priorities are understood Ensure consistency and collaboration amongst other administrators/teams. Coordinate with security personnel to ensure clearances and facilities are suitable for the meeting purpose. Create/manage Excel spreadsheets, PowerPoint, reports and action item logs Maintain calendars; schedule and coordinate meetings, events, interviews, and appointments; reserve conference rooms Answer a high volume of phone calls, screen and route calls, and assist callers with inquiries Arrange travel itineraries and assist with timely submission of expense reports Manage office supply inventory and process office supply orders Receive/Deliver messages, packages, mail, and paperwork Maintain the organizational chart and telephone directory for the departments and programs Accurately document meetings and publish meeting minutes Process overtime requests for program team members Full comprehension of office management systems and procedures. Strong organizational and time management skills with the ability to manage multiple tasks and projects at the same time. Adapts easily to new situations and operates effectively in a fast-paced environment. Able to work with multiple stakeholders at the same time. Ability to maintain a high level of confidentiality and discretion. Perform other tasks and duties as needed or assigned. Ability to obtain & maintain a US government issued Secret Security clearance is required.Qualifications:
Important to note: Management reserves the option to hire at 1 level lower (“D” level) to fill this position. “E” level requirements: Requires a High School Diploma or equivalent and a minimum of 10 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 6 years of prior related experience. “D” level requirements: Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.Preferred Additional Skills:
Advanced proficiency with Microsoft office suite of tools including PowerPoint, Word, Excel, Outlook, and SharePoint. Excellent communication skills, strong judgment/problem solving skills, interpersonal skills, and team collaboration. Well organized, resourceful, multi-tasker, attention to detail, ability to anticipate assistance needs and take initiative. Flexibility in the face of changing priorities and the ability to interact positively with executives, managers, customers, and other administrators. Effectively handle multiple simultaneous projects. Willing to work some occasional extended hours as needed. Previous experience with space planning. Prior experience with compiling Program Management Review presentations.