Program Coordinator

Program Coordinator

Raytheon is seeking a highly motivated and seasoned Program Coordinator to provide support to the Israel Cooperative Program area under time constraints, in a fast-paced work environment, and can multi-task. The candidate must be a self-starter, detail-oriented, technically savvy, and possess excellent organizational skills, as well as excellent written and verbal communication skills. The role performs a wide range of administrative tasks and takes ownership of different tasks that may come up. This role also requires a high level of professionalism and the ability to maintain discretion and confidentiality of information.

What You Will Do

• Coordinates key tasks and activities for multiple programs.
• Liaises with key partners to ensure the accuracy and timeliness of documentation and logistics.
• Coordinates programmatic data to facilitate cross-program efficiency.
• Maintains Outgoing Foreign Visit Request process on behalf of ICP / affiliated personnel.
• Ensures program compliance with the NISP / DCSA / SEAD 3 Industry Reporting Requirements and EXIM / ITAR regulations.
• Administers DoD policies, guidance, and procedures in coordination with Raytheon policies to ensure compliance of cleared employee base.
• Ensures compliance with Program Security requirements.
• Serves as point-person to provide tactical and diplomatic support to Israeli Cooperative Programs embedded foreign national(s).
• Serves as contact for facility security and coordinates security related needs.
• Performs or delegates administrative support tasks, including creation / editing / dissemination of program correspondence, purchasing documents, contracts, reports, and other publications.
• Creates, incorporates, implements changes to program related schedule(s).
• Supports special assignments as required.
• Effective calendar management by managing complex schedules and calendars for leaders and their need to meet and collaborate with other senior leaders in a dynamic and fast paced environment. This will include support in managing schedule conflicts across a global organization, proactively looking ahead and adjust or deconflict, often using their understanding of communicated and understood priorities to make decisions.
• Obtain an understanding of the organizational key stakeholders and their support staff to be able to effectively coordinate meetings across a host of stakeholders. Develop a collaborative relationship with all the administrative staff within enterprise and portfolio and proactively create a support infrastructure for effective coordination.
• Assist in the preparation of agendas, briefings, correspondences, PowerPoints, and spreadsheets.
• Orders supplies and meals for team, staff, all-hands and customer meetings and other events, as needed.
• Arrange travel accommodations (air / hotel / transportation) for domestic and international business travel; ensure necessary documents and processes are followed in advance of the trip using a variety of processes and tools.
• Process expense reports and invoices in a timely manner in accordance with company policies and procedures.
• Schedule and coordinate logistical details for virtual meetings, face-to-face meetings, and team events, such as agendas, guest speakers, conference rooms, virtual recording, and virtual break out rooms (via zoom), catering, digital technology support, and more.
• Proactively support the team with necessary information flow & proper distribution to the team (emails, staff meetings, skip levels, all hands, town halls, one-on-one meetings, team events)
• Schedule and attend staff meetings and all hands, record and distribute meeting notes, capture action items, execute assigned tasks, and handle other routine communications. Support other meetings as needed to capture notes.
• Support team documentation activities : ensuring all documentation is up-to-date, organized, and accurate, including email distribution lists, shared files, Teams channels, organizational charts, websites, etc.
• Collaborate closely with other administrative assistants.
• Orders supplies and perform other administrative / clerical and ad-hoc tasks, as assigned.
• Demonstrate effective time management and organizational skills, ensuring attention to detail while being responsive to customer needs.
• Collaborate as a proactive team player, maintaining flexibility and a results-oriented approach in a fast-paced, dynamic environment, while also being capable of working independently with minimal supervision.
• Utilize strong written and verbal communication skills
• Manage conflicting priorities and deadlines efficiently, balancing multiple tasks while meeting organizational goals and timelines.
• Compose Letters of Justification for emergency visit requests; communicate with appropriate Israeli signatory to execute and submit to DCSA for government-to-government approval
• Prepare / submit Visit Authorization Letters to GSS / Visitor Control through DISS for domestic site visits and test events

Qualifications You Must Have

Qualifications We Prefer

What We Offer

This position is an onsite role, located in Tucson, AZ