Administrative Assistant C

Job Description :

The Operations Administrative Assistant will be a key member of the Space and Airborne Systems (SAS) Operations team in Palm Bay, FL.

This position will provide essential administrative support to ensure smooth and efficient business processes. This role requires a highly organized and detail-oriented individual who can manage multiple tasks simultaneously and provide support to various departments within the organization.

The ideal candidate must be capable of independently defining and implementing relevant continuous improvement solutions and must be comfortable working as an individual or in a group setting interacting with all levels of management.

The candidate must excel at solving complex, time sensitive problems and be motivated by flawless execution. This role requires an independent self-starter who serves as an ambassador to our executives and their teams, demonstrates sound judgment, and establishes a foundation of loyalty through behaviors that inspire trust.

The ideal candidate understands the importance of confidentiality and discretion while simultaneously communicating context to stakeholders;

empowering them to make informed decisions, solve problems, and reduce information churn. We are looking for someone who naturally operates with a customer service mindset enabling them to partner with a broad range of personalities and adapt to unique traits and working styles.

Essential Functions :

Assist in the coordination and implementation of office procedures and frequently take responsibility for specific projects and tasks.

Organize and maintain inventory of office supplies and equipment; liaise with vendors and service providers.

Manage professional and personal scheduling for operations leadership team, including agendas, mail, email, calls, travel arrangements, visitor management, presentations, and other company logistics.

Provide complex and dynamic scheduling and calendar support. Advance preparation for all commitments and engagements, including comprehensive briefing materials and pre-reads, meeting agendas, presentations, itineraries etc.

Review all materials for accuracy and completeness. Prepare and edit correspondence, reports, presentations, and other documents.

Manage, coordinate, and arrange leader travel and travel-related activities, including hotel booking, transportation, and meal coordination.

Maintain and update records, databases, and filing systems, both electronic and hard copy.

Handle inquiries and requests from internal and external contacts and provide assistance as needed.

Coordinate meetings, catering and business meals needed, including agenda preparation, note-taking, and follow-up on action items.

Assist with the onboarding process for new hires within the operations department, including preparing workspaces and coordinating orientation schedules.

Participate in the planning and execution of company events and meetings.

Perform project support work as assigned to support the department's objectives.

Uphold a strict level of confidentiality.

May involve periods of sitting, standing, walking and travel between buildings

Qualifications :

Requires a High School Diploma or equivalent and a minimum of 6 years of prior relevant experience or 2 years post-Secondary / Associates Degree with a minimum of 2 years of prior related experience.

Experience using MSPower Point, MSWord, MSExcel, MSOutlook, MSTeams, Zoom, SharePoint, SAP Concur.

Previous experience in project coordination and event planning

Preferred Additional Skills :

Excellent organizational skills with the ability to multi-task including the ability to prioritize tasks and handle numerous assignments simultaneously.

Strong written and verbal communication skills.

Proactive and able to work independently as well as part of a team.

Attention to detail and problem-solving skills with the ability to diagnose problems quickly and foresee potential issues

Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge