Administration - Contractor-D

Industry: Defense

Duration:   12 Months.

Job Description:

Performs administrative assistance to the Engineering Director and for the Communication Systems Melbourne Engineering senior staff. The engineering organization is comprised of four Senior Engineering Managers with a headcount of 200 multidisciplined engineers. The engineering work focuses on communication system solutions for international and US Department of Defense Customers. The role encompasses the day-to-day operations of the engineering organization.

Nature of Supervision:
Works under limited supervision.
Less detailed instructions are provided, and minimal peer review is required

Communication & Influence:
Communicates with contacts typically within and outside the department on matters that involve obtaining or providing information requiring explanation or interpretation to understand and reach agreement.
May be a resource to other employees in areas of proficiency.

Qualifications:

Responsibilities:

Drafts correspondence, recommendations, reports, and memoranda related to issues on behalf of the Director
Manages Director’s appointment calendar: Schedules and prioritizes appointments and meetings to maximize Director’s engagement and ensure the achievement of organizational goals; advises on daily schedule; and works closely with the Director to ensure effective and timely follow up
Makes travel arrangements and creates/manages expense report processing
Schedule and arrange Engineering department meetings, interviews, and other department events
Create/manage Excel spreadsheets, PowerPoints, reports and action item logs for department metrics
Manage office supply inventory and process office supply orders
Receive/Deliver messages, packages, mail, and paperwork
Maintain the organizational chart and contact information for the department
Ensure spaces are prepared before and after office moves

Additional Preferred Skills:
Capable of handling several tasks simultaneously and self-managing time and task priorities
Ability to solve complex problems, think innovatively, creatively, and strategically
Excellent communication and interpersonal skills, both written & verbal, including the ability to communicate across cultures and the ability to say “no” effectively and without negative consequences.
Excellent computer skills including word processing, spreadsheets, presentations, graphics, and use of communication applications (Skype, Zoom, etc.)
Experience in or willingness to learn Concur Travel & Expense system
Must be flexible in the face of changing priorities and the ability to interact positively with executives, managers, customers, and other administrators
Exceptional customer service orientation with good communication skills, strong judgment/problem solving skills, interpersonal skills, and team collaboration
Well organized, attention to detail, ability to anticipate assistance needs and initiative

Experience Required:

Requires fully proficient job knowledge/skills.
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.

Shift: Day