- 203608 - Executive Assistant
- 6 months
- Chipton-Ross is seeking an Executive Assistant for a contract opportunity in Arlington, VA.
Working under minimal supervision, performing a variety of executive administrative duties that are complex in nature and where judgment and initiative are required in resolving problems and making recommendations. Must demonstrate professionalism in representing client to internal contacts as well as external contacts representing US and international companies/organizations. Requires considerable organizational skills as well as proficiency in written and oral communication.Requires frequent early start and/or late evening work schedule depending on the senior staff business requirements. Flexibility in work hours dependent on senior staff business requirements necessary.
60% - A broad range of responsibilities include compiling and generating complex reports, tables, graphs and presentations. He/She must be very proficient in the use of MS office suite, especially Power Point and Excel, and able to craft effective presentations and assimilate extensive data for regular updates. He/She must also exhibit meticulous attention to detail and have a strong drive to present error-free work products. Further, this candidate must be able to assess presentation format and content and provide value-added improvements. Provide schedule management, meeting coordination including video and teleconferencing, directing phone messages, travel arrangements, setting priorities for work assignments, and arranging functions. Serves as the lead on administrative support functions for GenCorp and Aerojet Rocketdyne Washington Office. Developing knowledge of the practices and procedures of GenCorp and Aerojet Rocketdyne is essential. Must be able to effectively represent GenCorp and Aerojet Rocketdyne in external meetings with Government, academia and private sector. May serve as a resource for other departments, if needed.
20% - Perform non-routine assignments including responding to inquiries, solving problems, and locating and summarizing information. Compiles reports and memos.
15% - Prepare and maintain sensitive files and records. Track and oversee the budget/expenses, including processing invoices, performing monthly reconciliation for GenCorp Washington, DC-based activities. Prepare financial reports for department leads. Respond to questions/issues related to budget/expenses.
5% - Support other management team members as needed. Provide back-up administrative support to other executives. Perform special projects as requested by senior management. Secondary Job Functions: Review and answer inquiries related to the above organization and determine action required. Provide information about company and organization policies. Provide visitors with administrative interface and support and provide back-up administrative support to other executives as needed.
Skills: Requires ability to make decisions and exercise independent action within predetermined limits. Also requires demonstrated ability to effectively interface with various levels of personnel and work in a team environment, lead complex administrative support functions, as well as the ability to handle multiple actions simultaneously with frequent interruptions and critical time restrains.
Proficiency in Microsoft Office Products (Word, Excel, PowerPoint, OneNote, SharePoint and Outlook, etc.) Knowledge in expense reporting systems, such as Concur, preferred. Must possess strong organizational skills, attention to detail and the ability to remain flexible with constant changes to priorities and managing requests from management and staff, while providing quality results. Ability to multi-task with frequent interruptions and critical time constraints. Assists management in analyzing and coordinating project planning, resourcing, staffing, quality, reliability, schedule and cost. Web page design, PLM systems analysis and reporting, engineering performance metrics data collection and analysis reporting skills a plus. Ability to work with Microsoft Project scheduling tools, setup and management of SharePoint solutions, OneNote setup and administration to support engineering initiatives and projects a plus.
Assist to analyze and establish plans to meet key project objectives, and to identify and resolve issues.
Assist in monitoring and managing critical department and project information, and schedules.
Provide administrative guidance for activities in defined scope of responsibilities.
Effectively work as a team member. Successfully establish and maintain cooperative working relationships.
Effectively communicate with all levels of management and individual contributors.
High level of confidentiality relating to sensitive information. Maintain sensitive documents/files for managers.
Help with onboarding
Able to create and submit department expense reports, which will include office purchasing, employee safety protection and ergonomic devices.
Support staff with travel arrangements and expense reporting using Concur.
Knowledge of setting up IT equipment (mics, speaker phones, webcams, etc) and collaboration services in support of virtual and in-person meetings (e.g. program milestone reviews) and events.
WEB PAGE DESIGN
Requires an accredited high school education or equivalent, with work toward a bachelor's degree preferred; at least (7) seven years of directly related secretarial experience with at least three (3) years performing as a Level 3 Executive Admin; and at least (5) years of managing an office budget.
Employment will be contingent on clearing a drug screen and background check. Both must clear prior to start date.
420 Culver Boulevard
Playa Del Rey, CA 90293
Phone: (310) 414-7800 x250 or (800) 927-9318 x250
Candidates responding to this posting must currently possess the eligibility to work in the United States. No third parties please.
Employment will be contingent on candidate clearing pre-employment drug screen and background check.
Chipton-Ross provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law. This policy governs all areas of employment at Chipton-Ross, including recruiting, hiring, training, assignment, promotions, compensation, benefits, discipline, and terminations.