Administrative Assistant
Lockheed Martin
Job ID: 686510BR Date posted: Feb. 11, 2025 Program: MDP
Description:The coolest jobs on this planet… or any other… are with Lockheed Martin Space.
Missile Defense Programs is seeking an Executive Assistant to join our mission in Huntsville, AL!
In this role you will support a Director, while also providing administrative support to other designated executives, as needed. This position will perform diverse administrative duties, which by nature of the position involves high-level contacts with other Lockheed Martin executives, and senior Government customers. Exposure to sensitive information necessitating considerable use of discretion, judgment, tact, and diplomacy. Since assignments will change on a frequent basis, the successful candidate must be able to utilize judgment and initiative to complete daily tasks, relying on knowledge in a variety of clerical, computer, and secretarial applications to complete those tasks. Requires coordination with other administrative assistants across multiple company locations for coverage of shared responsibilities and projects. May be asked to flex time to support executives as needed.
In this role you will be responsible for:
Administrative support
• Maintains and assists Director and supports other leaders with calendar maintenance.
• Accounts for commitments made by the Director during meetings and arranges for staff implementation.
• Arranges for staff members to represent Director at meetings.
• Evaluates Director's schedule and establishes appointment priorities to include rescheduling or refusing appointments or invitations.
• Ensures that requests for action or information are relayed to the appropriate staff members as needed.
• Responsible for the maintenance and oversight of administrative files and business continuity files.
• Answers and screens phone calls and responds to emails.
• Maintain Director’s files including telephone lists, address lists, correspondence, calendars, etc.
• Prepares documents and presentations. Performs RSVPs, and coordinates appointments for executives.
• Maintains daily awareness of location/contact numbers for members of assigned Executives if offsite.
• Coordinates and requests graphics development, printing services and IT services.
• Provides support to planning and execution of employee morale and engagement events and employee event communications.
• Provides support to community engagement / volunteer events.
Visitor coordination and reception support
• Helps coordinate visits to the facility for people planning to visit assigned Executives, to include proficiency with LM visit management systems.
• Ensures visitors are escorted to and from the Executive Area / meeting location.
• Assists visitor with maps, directions, hotel accommodations, local amenities, and internal resources.
• Provides visitors with local instructions and resource requirements.
Conference room meeting coordination
• Ensures Executive Conference Rooms are equipped appropriately and properly arranged for all Director’s meetings.
• Coordinates, prioritizes, and maintains rooms to ensure availability for facility leadership.
• Coordinates with meeting sponsors for meals/refreshments when required.
• Completes (for approval) and submits expense reports and requests for payment for refreshments/meals.
• Issues meeting notices using Microsoft Outlook.
• Sets up meetings, Skype Meetings, Conference Calls and VTCs for assigned executives in the appropriate locations and ensures they are connected prior to start time.
Executive travel
• Coordinates and arranges travel using the LM travel system for reservations.
• Submits approved expense reports upon completion of travel and files documentation.
• Prepares receipt packages for reconciliation of Corporate credit card account statements. Some travel could be required.
Basic Qualifications:
- Microsoft Office application proficiency to include Word, PowerPoint, Excel, Outlook, and SharePoint.
- Prior Executive Assistant experience supporting executive level management.
- Experience with booking travel.
- Ability to obtain Department of Defense Secret security clearance (U.S. Citizenship required).
Desired Skills:
Active Secret Clearance.
- Experience with Dept of Defense customers.
- Knowledge of military protocol and etiquette.
- Creation of or familiarity with high-level executive processes.
- Advanced verbal and written communication skills.
- Demonstrated ability to communicate professionally and effectively with personnel / teammates / visitors / customers at all levels.
- Must have demonstrated excellent attention to detail and quality of work.
- Candidate must be proactive and willing to assist other executives in times of absences and personnel shortages.
- Must be a self-starter and recognize and take actions to run an efficient office.
- Must exhibit strong interpersonal and communication skills.
- Ability to effectively adapt to emerging challenges and frequent changes.
Security Clearance Statement: This position requires a government security clearance, you must be a US Citizen for consideration.
Clearance Level: Secret
Other Important Information You Should Know
Expression of Interest: By applying to this job, you are expressing interest in this position and could be considered for other career opportunities where similar skills and requirements have been identified as a match. Should this match be identified you may be contacted for this and future openings.
Ability to Work Remotely: Onsite Full-time: The work associated with this position will be performed onsite at a designated Lockheed Martin facility.
Work Schedules: Lockheed Martin supports a variety of alternate work schedules that provide additional flexibility to our employees. Schedules range from standard 40 hours over a five day work week while others may be condensed. These condensed schedules provide employees with additional time away from the office and are in addition to our Paid Time off benefits.
Schedule for this Position: 9x80 every other Friday off
Lockheed Martin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
The application window will close in 90 days; applicants are encouraged to apply within 5 - 30 days of the requisition posting date in order to receive optimal consideration.
Join us at Lockheed Martin, where your mission is ours. Our customers tackle the hardest missions. Those that demand extraordinary amounts of courage, resilience and precision. They’re dangerous. Critical. Sometimes they even provide an opportunity to change the world and save lives. Those are the missions we care about.
As a leading technology innovation company, Lockheed Martin’s vast team works with partners around the world to bring proven performance to our customers’ toughest challenges. Lockheed Martin has employees based in many states throughout the U.S., and Internationally, with business locations in many nations and territories.
Experience Level: Hourly/Non-Exempt
Business Unit: SPACE
Relocation Available: Possible
Career Area: Administrative
Type: Full-Time
Shift: First
Description:The coolest jobs on this planet… or any other… are with Lockheed Martin Space.
Missile Defense Programs is seeking an Executive Assistant to join our mission in Huntsville, AL!
In this role you will support a Director, while also providing administrative support to other designated executives, as needed. This position will perform diverse administrative duties, which by nature of the position involves high-level contacts with other Lockheed Martin executives, and senior Government customers. Exposure to sensitive information necessitating considerable use of discretion, judgment, tact, and diplomacy. Since assignments will change on a frequent basis, the successful candidate must be able to utilize judgment and initiative to complete daily tasks, relying on knowledge in a variety of clerical, computer, and secretarial applications to complete those tasks. Requires coordination with other administrative assistants across multiple company locations for coverage of shared responsibilities and projects. May be asked to flex time to support executives as needed.
In this role you will be responsible for:
Administrative support
• Maintains and assists Director and supports other leaders with calendar maintenance.
• Accounts for commitments made by the Director during meetings and arranges for staff implementation.
• Arranges for staff members to represent Director at meetings.
• Evaluates Director's schedule and establishes appointment priorities to include rescheduling or refusing appointments or invitations.
• Ensures that requests for action or information are relayed to the appropriate staff members as needed.
• Responsible for the maintenance and oversight of administrative files and business continuity files.
• Answers and screens phone calls and responds to emails.
• Maintain Director’s files including telephone lists, address lists, correspondence, calendars, etc.
• Prepares documents and presentations. Performs RSVPs, and coordinates appointments for executives.
• Maintains daily awareness of location/contact numbers for members of assigned Executives if offsite.
• Coordinates and requests graphics development, printing services and IT services.
• Provides support to planning and execution of employee morale and engagement events and employee event communications.
• Provides support to community engagement / volunteer events.
Visitor coordination and reception support
• Helps coordinate visits to the facility for people planning to visit assigned Executives, to include proficiency with LM visit management systems.
• Ensures visitors are escorted to and from the Executive Area / meeting location.
• Assists visitor with maps, directions, hotel accommodations, local amenities, and internal resources.
• Provides visitors with local instructions and resource requirements.
Conference room meeting coordination
• Ensures Executive Conference Rooms are equipped appropriately and properly arranged for all Director’s meetings.
• Coordinates, prioritizes, and maintains rooms to ensure availability for facility leadership.
• Coordinates with meeting sponsors for meals/refreshments when required.
• Completes (for approval) and submits expense reports and requests for payment for refreshments/meals.
• Issues meeting notices using Microsoft Outlook.
• Sets up meetings, Skype Meetings, Conference Calls and VTCs for assigned executives in the appropriate locations and ensures they are connected prior to start time.
Executive travel
• Coordinates and arranges travel using the LM travel system for reservations.
• Submits approved expense reports upon completion of travel and files documentation.
• Prepares receipt packages for reconciliation of Corporate credit card account statements. Some travel could be required.
Basic Qualifications:
- Microsoft Office application proficiency to include Word, PowerPoint, Excel, Outlook, and SharePoint.
- Prior Executive Assistant experience supporting executive level management.
- Experience with booking travel.
- Ability to obtain Department of Defense Secret security clearance (U.S. Citizenship required).
Desired Skills:
Active Secret Clearance.
- Experience with Dept of Defense customers.
- Knowledge of military protocol and etiquette.
- Creation of or familiarity with high-level executive processes.
- Advanced verbal and written communication skills.
- Demonstrated ability to communicate professionally and effectively with personnel / teammates / visitors / customers at all levels.
- Must have demonstrated excellent attention to detail and quality of work.
- Candidate must be proactive and willing to assist other executives in times of absences and personnel shortages.
- Must be a self-starter and recognize and take actions to run an efficient office.
- Must exhibit strong interpersonal and communication skills.
- Ability to effectively adapt to emerging challenges and frequent changes.
Security Clearance Statement: This position requires a government security clearance, you must be a US Citizen for consideration.
Clearance Level: Secret
Other Important Information You Should Know
Expression of Interest: By applying to this job, you are expressing interest in this position and could be considered for other career opportunities where similar skills and requirements have been identified as a match. Should this match be identified you may be contacted for this and future openings.
Ability to Work Remotely: Onsite Full-time: The work associated with this position will be performed onsite at a designated Lockheed Martin facility.
Work Schedules: Lockheed Martin supports a variety of alternate work schedules that provide additional flexibility to our employees. Schedules range from standard 40 hours over a five day work week while others may be condensed. These condensed schedules provide employees with additional time away from the office and are in addition to our Paid Time off benefits.
Schedule for this Position: 9x80 every other Friday off
Lockheed Martin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.
The application window will close in 90 days; applicants are encouraged to apply within 5 - 30 days of the requisition posting date in order to receive optimal consideration.
Join us at Lockheed Martin, where your mission is ours. Our customers tackle the hardest missions. Those that demand extraordinary amounts of courage, resilience and precision. They’re dangerous. Critical. Sometimes they even provide an opportunity to change the world and save lives. Those are the missions we care about.
As a leading technology innovation company, Lockheed Martin’s vast team works with partners around the world to bring proven performance to our customers’ toughest challenges. Lockheed Martin has employees based in many states throughout the U.S., and Internationally, with business locations in many nations and territories.
Experience Level: Hourly/Non-Exempt
Business Unit: SPACE
Relocation Available: Possible
Career Area: Administrative
Type: Full-Time
Shift: First
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