Administrator Intermediate

Administrator Intermediate at General Dynamics Mission Systems

General Dynamics Mission Systems is seeking an Administrator Intermediate for the Scottsdale, AZ site. This is an 100% work on site position with no remote work option. This position is responsible for providing general administrative support to Managers and their staff of 350 employees. The Administrator will manage their calendars, meeting and travel schedule and associated arrangements, expense and time reporting, and other responsibilities to relieve the Managers and their staff of administrative details and allow them to concentrate on other business activities. The Administrator is expected to demonstrate poise, initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.

Basic Qualifications

• High School Diploma or the equivalent is required.
• In addition, Related Vocational Training plus a minimum of 2 years administrative or business experience, or a minimum 5 years of administrative or business experience is required.

Clearance Requirements

Department of Defense TS/SCI security clearance is preferred at time of hire. Candidates must be able to obtain a TS/SCI clearance within a reasonable amount of time from date of hire. Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information. Due to the nature of work performed within our facilities, U.S. citizenship is required.

Duties and Tasks

• Assists the Managers and their staff's 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.
• Monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the Manager's attention.
• Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, meetings to include reserving rooms, preparing for the event, and coordinating with on-site facilities and information technology experts.
• Plans 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.
• Obtains data from various sources, analyzes data and information, and prepares reports as needed.
• Enters, formats, and proofreads inputs into Excel Spreadsheets, Power-Point and Word documents.
• Concur experience a plus.
• Builds collaborative relationships, internally and externally.
• Communicates professionally and effectively with employees and customers.
• Collaborates with others 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; external customers.

Knowledge, Skills, and Abilities

• Basic understanding of the general and technical aspects of the job and the company.
• Ability to work with moderate supervision, instruction or guidance.
• Works well as a team member.
• General organization and time management skills, attention to detail, and ability to multi-task high priorities.
• Ability to demonstrate professional written and oral communications.
• General interpersonal skills and a professional demeanor in interacting with a wide variety of people.
• Ability to work effectively with a geographically dispersed and frequently virtual team.
• Effectively and efficiently works within time constraints and adjust to changing circumstances.
• Self-starter who can work independently, within established procedures.
• Follows procedures to ensure consistent work performance.
• Applies discretion when dealing with sensitive information/situations.
• Must have a working knowledge of Microsoft Office, to include Outlook, Word, Excel, and Power-Point.
• Should have strong attention to detail and a penchant for accuracy.
• Must have good writing and editing skills, vocabulary and grammar.
• Should have experience in managing information and tasks easily.
• Requires current information technology skills and experience.

Key skills/competency

• Administrative Support
• Microsoft Outlook
• Calendar Management
• Travel Coordination
• Expense Reporting
• Microsoft Office Suite
• Confidentiality
• Communication Skills
• Organizational Skills
• Attention to Detail