Administrative Assistant III

Responsibilities

• Handle and route complex and sensitive inquiries from internal and external sources.
• Consolidate, prepare, and route high-level reports and presentations.
• Create, edit, and manage complex and detailed spreadsheets to support various administrative and leadership tasks.
• Prepare and submit comprehensive expense reports and purchase requisitions.
• Develop and maintain databases, ensure accurate and timely input of data, and comply with company policies.
• Cook and submit high-level business meals, on-site meetings, and events.
• Aid in the coordination and execution of complex projects, including project planning, execution, tracking progress, project documentation, and reporting.
• Support IT and Facilities departments related to meetings and events.
• Manage detailed calendars for Senior Vice Presidents, Vice Presidents, and/or Directors, including meetings and travel.
• Prepare, edit, and send detailed communications, presentations, and documents.
• Act as a liaison between executives and internal/external stakeholders.
• Provide comprehensive support to cross-functional departments.
• Facilitate meeting and project coordination.
• Support onboarding and training for new employees.
• Organize medium-sized team-building and employee engagement activities.
• Handle confidential information with discretion and manage the flow of information and communications.
• Aid in medium-scale project planning, execution, and tracking progress, and support project documentation and reporting.
• Support budget planning and tracking, including vendor management.

Qualifications

• High school diploma or equivalent and 5+ years of relevant experience in office administration or administrative support role.
• Higher level relevant degree may substitute for experience.
• Proficient knowledge of administrative practices, including preparing expense reports and purchase requisitions and coordinating meetings, events, and travel.
• Professional demeanor and excellent communication skills.
• Ability to develop solutions to a variety of complex problems and execute projects and goals.
• Proficient in Microsoft Office Suite (e.g. Word, Excel, Outlook, Teams, OneNote, and SharePoint Online), Travel and Expense Platforms (e.g. Concur), and Project Management Applications (e.g. Smartsheet or Microsoft Project).
• Foundational Knowledge of Project Management Applications (e.g. Microsoft Project, Smartsheet) and Ticketing Systems (e.g. Service Now).
• Beginner-level experience utilizing AI-powered productivity tools (e.g., AI-driven scheduling assistants, chatbots, or generative AI for drafting correspondence) to enhance workflow efficiency (approximately 10% of responsibilities).

We Prefer

• Associate’s degree in Business Administration or a related field.
• Experience in the Aerospace and Defense industry.
• Expert knowledge of Workday or similar HRIS system.
• Certifications such as Professional Administrative Certification of Excellence (PACE) are optional but beneficial.

Essential Functions

• Ability to lift up to 20 lbs regularly.
• Ability to sit or stand for extended periods.
• Proficiency with computers and office equipment.
• Manual dexterity for handling office supplies and equipment.
• Ability to work in an office environment.
• Ability to travel may be required.