Administrative Aide

Key Responsibilities

• Coordinate complex domestic and international travel arrangements and itineraries.
• File timely expense reports and receipts using internal systems like Concur.
• Process labor record corrections for department employees.
• Coordinate and assist with external customer meetings, high-level internal briefings, and department staff meetings.
• Manage meeting invitations, reserve proper conference rooms, handle graphic requirements, and efficiently operate presentation equipment.
• Maintain the department supply inventory, manage conference room reservations, and pick up/distribute department mail.
• Aid with new employee onboarding, internal department transfers, and employee E-Severance processing.
• Maintain the department asset tracker to ensure all hardware and equipment are accounted for.
• Cook service IT service requests for employees and department assets as needed.
• Manage the department vacation calendar, organization charts, and Outlook group address books.
• Serve as the Employee Anniversary Coordinator.
• Prepare visit requests and process security clearances for domestic business travel.
• Provide editing backup support to the PC Tech Aide to ensure high-priority deliverables meet deadlines.
• Develop and maintain commitment reports; issue regular updates to EB stakeholders and customers.
• Create and maintain product-list spreadsheets to support weekly task review; issue regular status updates.
• Support routine meetings focused on progress, commitments, and cross-organizational coordination.
• Care for on-site and off-site meetings involving internal EB groups and external customer organizations.
• Support travel planning and reporting, including international travel.
• Aid in the preparation of PowerPoint presentations for program reviews, Executive Staff briefings, and customer engagements.
• Provide oversight of Cornerstone training for department staff to ensure compliance.
• Support planning and logistics for EB-hosted visits.
• Maintain export logs in compliance with EB and federal requirements.
• Assist with facilities moves and change activities.
• Aid in recruiting activities for department staffing needs.
• Coordinate IT needs including laptop management for international travel.
• Maintain department files including letters, transmittals, memos, and archival documentation.
• Manage distribution of department deliverables.

Required Qualifications

• Education: High School Diploma or GED.
• Experience: 4+ years of professional administrative experience in an office setting.
• Technical Skills (Intermediate MS Office): Powerpoint: Master slide updates, advanced text/table formatting, and extracting disparate data into unified presentations; Word: Comprehensive text editing, header/footer configuration, and page layout formatting; Excel: Building tables, generating charts, and formatting layouts for presentation.
• Preferred Education: Bachelor’s degree.
• Security: Possess an active government security clearance.
• Systems: Experience using Concur Travel Programs.
• Domain Knowledge: Prior experience working within a program office, engineering environment, or shipbuilder administrative interfaces (Engineering, Contracts, Finance, Legal).
• Skills: Communication: Confidence interacting with corporate upper management and external military/government customers; Flexibility: Ability to handle unplanned, time-sensitive assignments and work occasional overtime, evening, or weekend hours.