Job Title - Administrative Assistant 3
Location - 401 E Hendy Avenue, Sunnyvale, CA
Pay rate range: $37.00 - $47.00 per hour
Job Description:
Our Client Northrop Grumman Mission Systems (NGMS) is seeking an Administrative Assistant 4 to provide high‑level support to the Senior Director of Global Supply Chain and team within the Marine Systems Business Unit. The role will also interface with site and corporate administrative partners as needed. This is an on‑site position (Sunnyvale, CA) in a fast‑moving, high‑technology defense environment.
The successful candidate will work well in a highly dynamic environment, be an independent thinker, be customer oriented, be proactive and have a track record of working in a fast-paced, multi-faceted environment with a workload supporting multiple managers, employees, and priorities as required.
Responsibilities:
- Deliver comprehensive administrative assistance to the Senior Director of Global Supply Chain and the broad organization.
- Own the Director's calendar: prioritize meetings, schedule appointments, handle last‑minute requests, monitor upcoming deadlines, and resolve conflicts.
- Arrange domestic and international travel, prepare required documentation, and process expense reports promptly.
- Follow up on action items on the Director's behalf and execute additional tasks as assigned.
- Manage confidential information with discretion while maintaining an organized filing system.
- Coordinate meetings and events-including internal staff sessions, customer briefings, and VIP engagements-by securing venues, conference rooms, catering, and tracking deliverables.
- Oversee visitor protocols: arrange badge issuance, greet guests, and facilitate access for customers and contractors.
- Field information requests and communications: answer phones, and route messages appropriately.
- Produce high‑quality correspondence, reports, presentations, and other documents using Microsoft Office tools.
- Ability to host meetings to report department metrics, record and track improvement actions.
- Create high impact PowerPoint presentations on behalf of GSC leadership
- Serve as the primary administrative liaison for supply‑chain directors, managers, staff, and administrative assistant
The ideal candidate will have:
- Demonstrated ability to work independently in ambiguous, fast‑paced settings, prioritizing multiple demands and adapting to evolving needs.
- Proactive, highly motivated and adaptable, with excellent organizational skills including the ability to juggle multiple tasks, changing needs, and competing priorities.
- Excellent proofreading and document‑review skills, with a focus on precision and clarity.
- Basic financial business acumen.
- Exceptional organizational ability and aptitude for multitasking in a dynamic environment.
- Keen attention to detail and a proactive problem‑solving mindset.
- Strong written and verbal communication skills.
- Proven track record of handling confidential information responsibly.
Basic Qualifications for Administrative Assistant 4:
- Minimum 6 years of experience as an Executive Assistant or in a comparable administrative support role with a high school diploma; minimum of 4 years of experience as an Executive Assistant or in a comparable administrative support role and an Associate's degree or a minimum of 2 years of experience as an Executive Assistant or in a comparable administrative support role with a bachelor's degree
- Experience with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and advanced skills in Outlook calendar and Microsoft Teams.
- Experience planning logistics for meetings, conferences, and corporate events.
- Experience arranging travel, and processing expense reports using Concur or similar travel arrangement software.
- U.S. citizenship
Preferred Qualifications for Administrative Assistant 4:
- Experience with enterprise intranet platforms (e.g., SharePoint) and familiarity with systems such as SAP, Concur, and facilities‑request tools.
- Experience with data compilation, analysis, and the creation of reports and presentations beyond standard Office functions.
- Experience in a Government contracting environment