ADMINISTRATIVE ASSISTANT - SR. SECRETARY - Admin. Support for Prop. & Energy Machinery Group

18-01628

Who We Are:

We provide solutions to the world's propulsion and energy challenges. We develop technologies & machinery that will improve our world & explore beyond our world. We have a workplace defined by mutual respect & collaboration, where the sharing of knowledge & the drive for excellence are pervasive.

Objectives of this Role:

• Provide administrative support for the Section Manager and several technical staff, including meeting scheduling, calendar management and coordination, travel arrangement and expense reports, and technical document preparation and administrative review.
• Support section staff and clients through coordination of meetings and visitors, taking minutes, maintaining databases and administrative files, and coordinating/tracking various action items and deadlines within and outside the section.
• Assist other administrative staff as required in team working environment with limited supervision and a large amount of autonomy.
• Maintain awareness and understanding of Division, Department, and Section operating policies, procedures, and processes as a resource to section staff.
• Proactively identify bottlenecks/issues with the same and propose/develop improvements.

Daily and Monthly Responsibilities:

• Communicate responsively and professionally with a large team of staff and clients utilizing excellent interpersonal skills.
• Apply creativity and flexibility to respond to varying conditions, special circumstances, and challenging deadlines to get the job done.
• Perform document preparation and administrative review and editing of technical documents including memos, business letters, proposals, reports, conference/journal papers, presentations, etc.
• Prepare purchase requisitions, project detail sheets, expense reports, travel authorizations accurately, and project/proposal-related forms accurately and route for approvals.
• Coordinate actions and deadlines for tasks and communication with department staff, contract specialists, facilities laborers, media and publication specialists, etc.
• Organize small and large events and meetings, including meeting agenda/program preparation.

Requirements:

• Requires a high school diploma or equivalent
• Coursework related to administrative support skills are beneficial
• Continuing education related to the role are beneficial
• 10 years: Secretarial or administrative experience in technical or related field.
• Experience should include supporting individuals and large groups in an administrative capacity.
• Must have experience editing and formatting complex documents: grammar/spelling, utilizing format/style templates
• Must have experience incorporating figures, data tables, equations, and references
• Must be proficient in Outlook, Microsoft Word, Excel, and PowerPoint
• Excellent verbal and written communication skills to communicate responsively and effectively with many technical staff and clients, including professional interpersonal communication skills for meeting support
• Must be able to prioritize tasks and progress multiple assignments utilizing strong organizational skills and attention to detail
• Experience in office management and coordinating other administrative staff efforts is helpful
• A valid/clear driver's license is required

Special Requirements:

Must be a U.S. person (i.e., U.S. citizen, non-U.S. citizen national, lawful permanent resident, asylee, or refugee) due to ITAR work in section.

Job Locations: San Antonio, Texas

For more information about this division, visit the Mechanical Engineering home page.

An Equal Employment Opportunity Employer: race, color, religion, sex, national origin, disability, and veteran status.

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