Administrative Assistant Level 3/4

About the role

Northrop Grumman Mission Systems (NGMS) Sector has an exciting opportunity. The Emerging Capabilities Development (ECD) office within the Mission Next Division is seeking two motivated and talented Administrative Assistants at a Level 3 or 4. These positions will report directly to and in support of the Director Tech Strategy and Integration or the Director of Programs Advanced Systems, and will be located onsite at our Linthicum, MD office. These positions will focus on keeping the office running efficiently and the team motivated.

Responsibilities

• Guide and execute the development, implementation, and enhancement of office business rhythms, operating policies, processes and procedures that affect the organization's short and long-range goals and strategies.
• Plan and coordinate office operations and special projects.
• Potential examples: develop office messaging campaigns, design/plan office celebrations, orchestrate the design and procurement of employee morale or recognition gifts, etc.
• Manage the office overhead budgets for supplies, equipment, morale. Make recommendations to the office director as needed.
• Represent the Rapid Innovation Office to the Campus Facilities staff and navigate campus processes to acquire/transition new office or laboratory space. This includes deliberating on furniture or cubicle layouts.
• Organize and orchestrate weekly Staff Meetings for a 50-person team spread across the nation. This includes collecting relevant updates from Human Resources, Business Development, Finance, Contracts, etc.
• Communicate with stakeholders through organized processes to ensure that program information is defined, collected, shared, understood, stored, and retrieved in a manner that effectively meets the Business Unit needs.
• Supporting multiple senior leaders across the operating unit simultaneously.
• Utilizing Microsoft Office to produce high quality reports, presentations, or other products.
• Cooking and setting up refreshments for staff meetings and events.
• Coordinating VIP visits, agendas, and tours to the facility.
• Organizing office calendars with precision to keep projects on schedule and maximize stakeholder participation.
• Preparing and adjusting travel arrangements and completing expense reports.
• Managing the office Purchase Card and procuring supplies, components and material as needed to keep the employees productive and the projects moving forward.
• Ordering and storing office supplies.
• Maintaining electronic filing system for key documents.

Requirements

• Basic Qualifications for Administrative Assistant Level 3:
  • A high school diploma or equivalent with 4+ years of additional education and/or professional relevant experience.
  • Advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook, Teams and Excel) and SharePoint.
  • Demonstrated experience managing multiple concurrent projects, and/or priorities, including adapting schedules and deliverables in response to changing program or customer requirements.
  • Demonstrated experience coordinating Outlook calendars, conference call, and shared link applications.
  • Demonstrated experience coordinating both on and off-site meetings and/or events with customers, including ordering, receiving and setting up food and refreshments.
  • Demonstrated experience making travel arrangements and expense reporting.
  • Demonstrated experience preparing and delivering written and verbal communications, presentations, reports, and/or briefings to in to internal and external stakeholders.
  • Demonstrated experience independently managing assigned tasks, deliverables, and deadlines with limited supervision.
  • Demonstrated experience interfacing with multiples levels of management including senior leadership and/or external customers and stakeholders.
  • Demonstrated experience handling confidential, proprietary, and/or sensitive business information.
  • US Citizenship required.
  • Must have a current/active Secret clearance to be considered and ability the ability to obtain and maintain a Top Secret/SCI level security clearance and Special Access Program clearance.
• Basic Qualifications for Administrative Assistant Level 4:
  • A high school diploma with a minimum of 6+ years’ additional education and/or professional relevant experience.
  • Advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook, Teams and Excel) and SharePoint.
  • Demonstrated experience managing multiple concurrent projects, and/or priorities, including adapting schedules and deliverables in response to changing program or customer requirements.
  • Demonstrated experience coordinating Outlook calendars, conference call, and shared link applications.
  • Demonstrated experience coordinating both on and off-site meetings and/or events with customers, including ordering, receiving and setting up food and refreshments.
  • Demonstrated experience making travel arrangements and expense reporting.
  • Demonstrated experience preparing and delivering written and verbal communications, presentations, reports, and/or briefings to in to internal and external stakeholders.
  • Demonstrated experience independently managing assigned tasks, deliverables, and deadlines with limited supervision.
  • Demonstrated experience interfacing with multiples levels of management including senior leadership and/or external customers and stakeholders.
  • Demonstrated experience handling confidential, proprietary, and/or sensitive business information.
  • US Citizenship required.
  • Must have a current/active Secret clearance to be considered and ability the ability to obtain and maintain a Top Secret/SCI level security clearance and Special Access Program clearance.

Qualifications

• Preferred Qualifications:
  • Experience applying Federal Travel Regulations (FTR) and supporting associated travel and expense processes.
  • Experience leading projects or business initiatives from planning though execution and completion.
  • Experience supporting business operations, including one or more areas such as operational planning, project coordination, financial management, resource planning, or process improvement.
  • Advanced education (Bachelor's or Master's degree) and/or relevant professional certifications in business, project management, operations, or related discipline.
  • Current/active U.S. government TS/SCI or SAP clearance.

Skills

• Advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook, Teams and Excel) and SharePoint.
• Advanced education (Bachelor's or Master's degree) and/or relevant professional certifications in business, project management, operations, or related discipline.
• Experience applying Federal Travel Regulations (FTR) and supporting associated travel and expense processes.
• Experience leading projects or business initiatives from planning though execution and completion.
• Experience supporting business operations, including one or more areas such as operational planning, project coordination, financial management, resource planning, or process improvement.

Benefits

• Health Plan
• Savings Plan
• Paid Time Off
• Additional Benefits including Education Assistance, Training and Development, 9/80 Work Schedule (where available)

Pay

$53,500.00 - $105,900.00

Schedule

N/A