Administrative Assistant 4

RELOCATION ASSISTANCE: No relocation assistance available

CLEARANCE REQUIRED FOR START: No

CLEARANCE TYPE: None

TRAVEL: Yes, 10% of the Time

Description

At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work — and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history.

At the heart of Defining Possible is our commitment to missions. In rapidly changing global security environments, Northrop Grumman brings informed insights and secure technological solutions to enable strategic objectives. We’re looking for innovators, who can help us keep building on our wide portfolio of secure, affordable, integrated, and multi-domain systems and technologies that fuel those missions. By joining in our shared mission, we will support yours of expanding your personal network and developing skills, whether you are new to the field or an industry thought leader. At Northrop Grumman, you will have the resources, support, and team to do some of the best work of your career.

In this function, the Administrative Assistant 4 will provide a full range of administrative support for the Director of the Digital Solutions Integration organization and the broader team in El Segundo, CA with its events and projects including work location site visits, customer relations, semi-annual organizational offsite meetings, staff meetings, manager meetings, employee fairs and other conferences contributing to its mission of advancing knowledge and innovation in the Chief Information and Digital Office. This role is a vital member of the leadership team, which by nature of the position involves high-level contacts and exposure to sensitive program information, business function personnel, and technical information necessitating considerable use of tact, diplomacy, discretion, and judgment.

This position requires a positive team player who is flexible in attitude and dedication, with the experience and ability to effectively interface with all levels of Northrop Grumman leadership and support organizations, and customer management.  Must have a good customer service attitude with ability to adapt when interacting with everyone from individual contributors to Vice Presidents.

The selected candidate will be highly motivated, collaborative, and detail-orientated, and should thrive in a fast-paced work environment with high expectations, significantly diverse assignments, collaborative/team settings across all levels. 

Key Responsibilities including (but not limited to):

• Communication: Serves as a liaison between the organization and external partners, customers, contractors, suppliers and executives, professionally representing the corporation and organization. Assists with communication and correspondence, including reviewing documents used for briefings, meetings and external communications.

• Calendar Management: Coordinates and assists in scheduling meetings, conferences, and events, both on and off-campus. Maintains the director and organization calendars in Outlook.

• Travel Coordination: Coordinates domestic travel arrangements, prepares expense reports, and maintains pertinent travel documentation. Coordinates associated visit approvals and support.

• Event Coordination: Supports the planning and execution of large group conferences, seminars, training workshops, webinars, and podcasts and other events hosted by the organization. Coordinates logistics, including venue arrangements, catering, travel accommodations, and event promotion.

• Office Management: Oversees office communications and responds to inquiries in a timely manner. Processes office supply orders/purchasing using iBuy and Pcard as needed. Acts as the POC for the organization related to new team members (site and calendar access permissions, update distribution lists and staff lists, set-up station, etc.), Facilities (office machinery and supplies, building maintenance requests, conference room set-up, office relocation, etc.), IT (return or request new equipment, network and help desk matters, etc.), Security (contractor badge renewals, etc.), Travel (expense report issues, travel help, etc.). 

• Documentation and Record Keeping: Maintains files, databases, and distribution lists. Assists in preparing and proofreading documents, reports, and presentations as requested.

• Budget Support: Assists in tracking and managing budgets, including expense reports, invoices and financial documentation. Works closely with the business manager and HR business partner to ensure compliance with procedures.

• Special Projects: Provides operational support for various special projects and initiatives as assigned. Follows through on open actions to ensure deadlines are met, and gathers, compiles, and reports on information relevant to director’s assignments.

• Provides support for department functions and back-up to other Admin Assistants as needed.

• Operates independently to meet requirements of leadership team and offers expertise to assist other functions within the sector.

• Demonstrates a wide and comprehensive acquaintance with, and understanding of, both general and specific aspects of the job and their practical application to complex problems and situations ordinarily encountered.

Note: The selected candidate will be required to work out of our El Segundo, CA location.  This position does offer flexibility and the ability to work in a hybrid capacity up to 50% of the time, subject to the customer requirements

Basic Qualifications:

• High School diploma or equivalent and 6 years relevant experience OR Associate’s degree and 4 years of relevant experience OR Bachelor’s degree and 2 years of relevant experience.

• Experience working with minimal supervision while exercising good judgment, demonstrating flexibility and agility, prioritizing multiple tasks with competing deadlines, managing schedule conflicts, and providing excellent follow-through.

• Experience communicating professionally and effectively both written/verbally with internal and external representatives of all levels.

• Advanced experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint), with the ability to manage multiple calendars, create and edit documents.

• Experience using travel and expense reporting systems (ITRIP, Concur or similar).

• Experience in a confidential environment.

Preferred Qualifications:

• 6+ years of relevant experience.

• Experience in administrative support to C-level executives.

• Familiarity with Northrop Grumman’s resources, policies, procedures, and specific systems (SAP, S4 HANA, Concur, DSEA, Facilities requests, iBuy, etc.).

• Active Secret, Top Secret, SCI, Polygraph, or SAP/SAR access would be nice to have or the ability to obtain and maintain a DOD security clearance

Primary Level Salary Range: $66,000.00 - $111,000.00

The above salary range represents a general guideline; however, Northrop Grumman considers a number of factors when determining base salary offers such as the scope and responsibilities of the position and the candidate's experience, education, skills and current market conditions.

Depending on the position, employees may be eligible for overtime, shift differential, and a discretionary bonus in addition to base pay. Annual bonuses are designed to reward individual contributions as well as allow employees to share in company results. Employees in Vice President or Director positions may be eligible for Long Term Incentives. In addition, Northrop Grumman provides a variety of benefits including health insurance coverage, life and disability insurance, savings plan, Company paid holidays and paid time off (PTO) for vacation and/or personal business.

The application period for the job is estimated to be 20 days from the job posting date. However, this timeline may be shortened or extended depending on business needs and the availability of qualified candidates.

Northrop Grumman is an Equal Opportunity Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class. For our complete EEO and pay transparency statement, please visit http://www.northropgrumman.com/EEO. U.S. Citizenship is required for all positions with a government clearance and certain other restricted positions.