Executive Administrative Assistant

Bachelor’s degree and a minimum of 2 years administrative, business, and/or technical support experience, or a minimum 8 years of Administrative Assistant experience with at least 2 years supporting at the senior level management. The best candidates will have a bachelor’s degree in management or business and 6 years relevant experience.

General Dynamics Mission Systems has an immediate opening for an Executive Administrative Assistant. The position provides an opportunity to enhance the performance and profitability of an organization that supports some of our nation’s fundamental defense services. General Dynamics Mission Systems employees work closely with esteemed customers to develop solutions that allow them to carry out high-stakes national security missions.
This position is responsible for providing a full range of Executive Administrative (EA) support to one or more Vice Presidents. The EA will manage their calendar, meeting and travel schedule and associated arrangements, expense and time reporting, and other responsibilities so the Vice President and staff can focus on successfully running a business enterprise. The EA will organize and manage senior staff meetings, business meetings, strategy sessions, and special assignments as needed. As a result, the EA must be flexible to work overtime and/or outside of normal business hours when necessary and must demonstrate maturity, high initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.
REPRESENTATIVE DUTIES AND TASKS:

• Responsible for the critical organization, prioritization, and scheduling for company Business/Division Vice Presidents
• Prioritizes and coordinates their calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff
• Manages frequently changing schedules and appointments as well as coordination of projects and tasks
• Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations
• Drafts, proofreads, and finalizes high-level written correspondence that is consistently error-free
• Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, company-wide meetings to include reserving rooms, preparing for the event, coordinating with on-site facilities and information technology experts, and facilitating events as needed
• Organizes local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel
• Prepares expense reports for travel reimbursements to ensure timely filing
• Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed
• Greets internal and external customers; handles inquiries and refers more complex inquiries to appropriate offices
• Obtains data from various sources, analyzes data and information, and prepares reports as needed
• Updates and maintains organizational charts, electronic and manual records, and confidential files
• Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint and Word documents
• Fosters an environment of trust and teamwork: builds collaborative relationships, internally and externally
• Communicates effectively with executives to keep them informed of upcoming commitments and responsibilities
• Communicates professionally and effectively with staff and customers
• Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information
• Handles sensitive and confidential information in an appropriate manner without exception
• Collaborates to improve processes and procedures
• Maintains strict confidentiality in all matters
• Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff; Department of Defense and other federal agencies and departments; and other professional organizations

KNOWLEDGE SKILLS AND ABILITIES:

• Comprehensive understanding of the general and technical aspects of the job and the company
• Works independently and as a team in a complex and dynamic office environment
• Excellent organization and time management skills, attention to detail, and ability to multi-task high priorities
• Solid ability to convey effectual presence through high-level, professional written and oral communications
• Solid interpersonal skills and a professional demeanor in interacting with a wide variety of people
• Works effectively with a geographically dispersed and frequently virtual team
• Cultivates customer and staff confidence at a senior level
• Effectively and efficiently works within time constraints and adjusts to changing circumstances
• Self-starter who can work independently, with or without established procedures
• Develops procedures to ensure consistent work performance
• Strong ability to correct course, sometimes at the last minute, in order to improve outcomes
• Strong ability to provide constructive guidance and feedback, and openly receives the same
• Applies an excellent level of discretion when dealing with sensitive information/situations
• Must be fully proficient with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint
• Must display strong attention to detail and a penchant for producing error-free work
• Must demonstrate strong writing and editing skills, vocabulary and grammar
• Must have experience in managing information and tasks easily
• Must have current information technology skills and experience
• Due to the nature of work performed, U.S. citizenship is required

#LI-Hybrid

At General Dynamics Mission Systems, we rise to the challenge each day to ensure the safety of those that lead, serve, and protect the world we live in. We do this by making the world’s most advanced defense platforms even smarter. Our engineers redefine what’s possible and our manufacturing team brings it to life, building the brains behind the brawn on submarines, ships, combat vehicles, aircraft, satellites, and other advanced systems.

We pride ourselves in being a great place to work with this shared sense of purpose, committed to a diverse and exciting employee experience that drives innovation and creates a community where all feel welcome and a part of something amazing.

We offer highly competitive benefits and a flexible work environment where contributions are recognized and rewarded. To see more about our benefits, visit https://gdmissionsystems.com/careers/why-work-for-us/benefits

General Dynamics is an Equal Opportunity/Affirmative Action Employer that is committed to hiring a diverse and talented workforce. EOE/Disability/Veteran