Executive Assistant at General Dynamics Mission Systems in Virginia

Responsibilities

• At General Dynamics Mission Systems, we invent the technologies, products and services, that help our nation’s heroes keep our nation safe. The work is so advanced, our teams regularly redefine innovation and excellence for the world. If you’re looking for a challenge, you’ve just found it.
• As an Executive Assistant, you will provide a full range of executive administrative (EA) support to the Vice President for GDMS’ Growth and the Vice President Chief Financial Officer. Responsibilities include managing the Vice Presidents’ calendars, meetings and travel schedules and associated arrangements, expense and time reporting, and other responsibilities so they can focus on successfully running a business enterprise. You will organize and manage senior staff meetings, business meetings, strategy sessions, and special assignments as needed. Flexibility to work overtime and/or outside of normal business hours is required. Demonstrate maturity, high initiative, trustworthiness, timeliness, precision, and confidentiality at all times.
• • Collaborates to improve processes and procedures.
• • Keep executives informed of upcoming commitments and responsibilities.
• • Communicates professionally and effectively with staff and customers.
• • Composes correspondence, captures meeting notes and action items, monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the executive’s attention.
• • Contact with internal and external co-workers, managers, directors, and executives, executive staff, employees, and administrative staff; Department of Defense and other federal agencies and departments; and other professional organizations.
• • Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed.
• • Drafts, proofreads, and finalizes high-level written correspondence that is consistently error-free.
• • Enters, formats, and proofreads inputs into SharePoint, Excel Spreadsheets, PowerPoint and Word documents.
• • Fosters an environment of trust and teamwork, building collaborative relationships, internally and externally.
• • Greets internal and external customers, handles inquires and refers more complex inquiries to appropriate offices.
• • Handles sensitive and confidential information in an appropriate manner without exception.
• • Manages frequently changing schedules and appointments as well as coordination of projects and tasks.
• • Obtains data from various sources, analyzes data and information, and prepares reports as needed.
• • Organizes local, domestic, and international travel arrangements maintaining awareness of any security processes for international travel.
• • Prepares expense reports for travel reimbursements to ensure timely filing.
• • Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations.
• • Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, company-wide meetings to include reserving rooms, preparing for the event, coordinating with on-site facilities and information technology experts, and facilitating events as needed.
• • Updates and maintains organizational charts, electronic and manual records, and confidential files.
• • Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information.
• • Assists with support for other administrative personnel and performs other executive administrative functions as required.
• • Serves as a mentor to the administrators in their organization and assists with level loading the work across the organization, providing assistance in their career development as well as success within their roles.
• • Prioritizes and coordinates the Vice President's calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff.

Requirements

• Bachelor’s degree and a minimum of 3 years administrative, business, and/or technical support experience, or a minimum 10 years of Administrative Assistant experience with at least 2 years supporting at the senior level management. The best candidates will have a bachelor’s degree in management or business and 10 years relevant experience.
• U.S. citizenship is required due to the nature of work performed within our facilities.
• • Effectively and efficiently works within time constraints and adjusts to changing circumstances.
• • Must have current information technology skills and experience.
• • Self-starter who can work independently.
• • Works effectively with a geographically dispersed team.
• • Works independently and as a team in a complex and dynamic office environment.
• • Develops procedures to ensure consistent work performance.
• • Applies a high level of discretion when dealing with sensitive information/situations.
• • Comprehensive understanding of the job and the company.
• • Cultivates customer and staff confidence at a senior level.
• • Excellent organization and time management skills, attention to detail, and ability to multi-task high priorities.
• • Must be proficient with Microsoft Office, including SharePoint, Outlook, Word, Excel, and PowerPoint.
• • Strong writing and editing skills, vocabulary, and grammar.
• • Attention to detail and a penchant for producing error-free work.
• • Professional presence through high-level written and oral communications.
• • Interpersonal skills and a professional demeanor in interacting with a wide variety of people.
• • Ability to correct course, sometimes at the last minute, to improve outcomes.
• • Ability to provide and receive constructive guidance and feedback.
• • Ability to travel as needed.

Skills

Required

• Attention to detail
• Ability to multi-task high priorities
• Ability to travel as needed