As Office Assistant, support one or more executives and senior managers in the Engineering Core Systems Engineering. Duties include coordinating and processing domestic and international business travel arrangements, monitoring designated business traveler logistics, generating expense reports and assisting in reconciling corporate credit card changes to ensure timely and accurate reimbursement, and verifying payments to corporate credit cards. Collect and compile data to provide visibility of status for traveler review and signature. Create, edit and maintain electronic and written communication. Track and maintain information relative to department and business operations. Verbally communicate a wide variety of information to multiple audiences. Process incoming and outgoing communication and correspondence to ensure proper dissemination of information. Prioritize and schedule management time and availability for efficient use of time. Track and maintain designated conference room schedules for availability and efficient use of resources. Coordinate with the appropriate focals to support the acquisition and maintenance of resources. Order and maintain office supplies. Plan and implement logistics for executive level internal and external events. Provide guidance for less experienced employees. Work under limited supervision.
[ + ] Adaptability
Understands changes in own and others' work and situations; may be asked to explain the logic or basis for change to less experienced employees; actively seeks information about changes affecting own and fellow employees' jobs. Treats changes and new situations as opportunities for learning or growth; focuses on the beneficial aspects of change; speaks positively about the change to fellow interorganizational employees and occasionally to external customers. Quickly modifies behavior to deal effectively with changes in the work environment; readily tries new approaches appropriate for new or changed situations; does not persist with ineffective behaviors.
[ + ] Collaboration
Works effectively and cooperatively with fellow employees, peers from other teams and/or parts of the organization and occasionally external customers; establishes and maintains good working relationships by actively involving others and helping them feel valued, appreciated, and included in discussions. Places higher priority on team and/or organization goals than on own goals. Offers to provide help and/or leadership to other teams and/or employees and occasionally external customers when they need assistance.
[ + ] Customer Focus
Makes customers and their needs a primary focus of one's actions; develops and sustains productive customer relationships; uses information to understand customers' circumstances, problems, expectations, and needs; periodically becomes involved in sharing information with customers to build their understanding of issues and capabilities; considers how actions or plans will affect customers; responds quickly to meet customer needs and resolve problems; assists higher graded employees and/or project team leaders in implementing ways to monitor and evaluate customer concerns, issues, and satisfaction and to anticipate customer needs.
[ + ] Initiating Action
Takes immediate action when confronted with a problem or when made aware of a situation in own or other work area. Implements new ideas or potential solutions without prompting; does not wait for others to take action or to request action. Takes action that goes beyond job requirements in order to achieve objectives.
[ + ] Managing Work
Identifies critical and less critical activities and tasks within own and other work groups; adjusts priorities when appropriate. Ensures that required equipment and/or materials are in appropriate locations so that own and others' work can be done effectively. Allocates own time to complete work; coordinates own and others' schedules to avoid conflicts. Takes advantage of available resources (individuals, processes, departments, and tools) to complete work efficiently. Uses time effectively and rarely allows irrelevant issues or distractions from interfering with work completion.
[ + ] Customer Knowledge
Complete knowledge of techniques to help identify a customer's organization, capabilities, practices, support resources, preferences, problems, and other constraints in order to provide effective product support and technical issue resolution.
[ + ] Information Technology Fluency
Complete ability in the use of personal computing hardware and software to enter project information, such as, statements of work, resource identification and usage, task status, cost estimating and tracking, etc. Complete knowledge of processes and tools to maintain, archive, and retrieve digital files. Complete ability in constructing/building and providing reports and presentation material as needed for assigned projects. Complete knowledge of identifying and gaining approval of testing of established applications to meet project requirements.
Basic Qualifications For Consideration
Do you have work experience directly supporting an executive or senior manager in office administration duties?
Do you have work experience using Microsoft Office applications including Excel, PowerPoint and Word?
Do you have experience arranging both domestic and international travel and generating expense reports?
High school diploma or GED and typically 4 or more years' related experience or an equivalent combination of education and experience.
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