Administrative Assistant B

L3HHCM20 • Bristol Township, PA

2d

About The Position

In this site administrative assistant role, you will report directly to the Site/Program Manager Lead and provide overall administrative support across multiple departments/functions. Responsibilities include management of schedules, special presentation preparation, coordination of special events, conference room meeting setup, travel arrangements, expense reporting, food services and support of communications to Executives and customers. This position will also be responsible for the collection and dissemination of data, reports and metrics in support of weekly, monthly and quarterly internal and external meetings. This role will require frequent interaction with intra- and inter-organizational contacts, customers, vendors, and representatives of professional organizations and public agencies that will require good diplomacy and judgment to resolve conflicting needs, and ability for discreetly handling sensitive internal and proprietary data. This position may also be involved in meetings in which management-only discussions occur, so discretion is required. Will also be responsible for maintaining an inventory of supplies with ordering authority that may eventually include delegated buyer authority.
Essential Functions:

Leadership enablement: Calendar optimization, travel coordination, expense reports, supplier invoice processing and meeting prep. Ability to proactively resolve calendar conflicts when needed.
Communication management: Email triage, stakeholder updates, internal coordination. Exercise confidentiality and diplomacy, supported by an understanding of the strategy and priorities of the organization.
Project coordination: Following up on action items, tracking deliverables, cross-team alignment, and event planning.
Collaboration: Support work on projects involving collaboration internally and externally. Take the lead to initiate, chase up, escalate, and ensure deadlines are met.
Broad organization support: Be aware of changes and development within all parts of the organization and support communication plans to convey these to the teams.
Ability to build a strong network: Build and maintain strong working relationships with a broad range of stakeholders from different business units, functions, sectors, segments and CHQ.
Reception management and oversight: including new hire coordination/on-boarding and host support for visitors
General office duties: Support general office duties for various site functional leads (ordering supplies, delegation support for other admins, etc.) and other duties as assigned.

Requirements

• Requires a High School Diploma or equivalent and a minimum of 4 years of prior relevant experience or 2 years post-Secondary/Associates Degree with 0 to 2 years of prior related experience.
• Ability to obtain and maintain DoD security clearance.

Nice To Haves

• MS Office skills (Outlook, Excel, PowerPoint) at intermediate or advanced level.
• Experience of effectively arranging travel, producing accurate itineraries and a good judgement on how to optimize traveler’s time.
• Driven and resourceful to manage own workload, with flexibility to prioritize and deliver against deadlines with minimal supervision.
• Remains resilient and reliable under pressure.
• Excellent communication and organizational skills with high attention to detail.
• A professional manner and the confidence to interact across the business.
• Apply discretion and maintain confidentiality.

Responsibilities

• Management of schedules
• Special presentation preparation
• Coordination of special events
• Conference room meeting setup
• Travel arrangements
• Expense reporting
• Food services
• Support of communications to Executives and customers
• Collection and dissemination of data, reports and metrics in support of weekly, monthly and quarterly internal and external meetings
• Maintaining an inventory of supplies with ordering authority that may eventually include delegated buyer authority
• Calendar optimization
• Travel coordination
• Expense reports
• Supplier invoice processing and meeting prep
• Email triage
• Stakeholder updates
• Internal coordination
• Following up on action items
• Tracking deliverables
• Cross-team alignment
• Event planning
• Reception management and oversight: including new hire coordination/on-boarding and host support for visitors
• Support general office duties for various site functional leads (ordering supplies, delegation support for other admins, etc.) and other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED