Unleash the Power of Multi-Mission Excellence: Safeguarding the Seas for the World's Navies.

Step into a world where cutting-edge technology meets unparalleled expertise. Ultra Maritime pioneers delivering multi-mission solutions that protect and empower the naval forces worldwide. With our extensive portfolio of capabilities, our innovations are utilised on naval fleets across our allied navies around the globe.

As the maritime and underwater battlespace evolves, we tirelessly push the boundaries to develop advanced specialist systems that provide our 'five-eyes' Defence customers with an unbeatable warfighting edge. From surface vessels to sub-surface operations and unmanned platforms, we are revolutionizing the way naval missions are executed.

We thrive on collaboration and partnering with our customers to ensure mission success. Our expert solutions encompass an array of game-changing technologies, including state-of-the-art sonar, radar, expendables, signature management, and naval power systems.

Join us in shaping the future of naval warfare and together, we will safeguard the seas and empower navies worldwide!

This role will perform a wide variety of responsible and complex administrative duties in providing support to the Vice President / General Manager and senior leadership team of the different lines of business.

Nationality Requirements

Candidates must be eligible to obtain the relevant security clearance required for the role, due to the nature of the programmes we deliver for our customers.

Job Description

Overall, support the VP/GM in the administration and enable the effective management of the businessMaintain the recurring business rhythm, in accordance with published scheduleDrive timeline and preparation activities, as appropriate, for various meetings and deliverablesJoin Staff meetings, capture actions and support the VP/GM in required follow-upsSupports the generation of key documents and communicationsSupports senior leaders in analytics and content creationControls and manages the documentation, information, and communications functions associated with the UM Airborne ASW leadership teamHelps produce key documents (e.g., letters, memorandums) and presentations (e.g., curation of content for All Hands / All Leader Calls, board briefs)Post/ organize files to agreed-to SharePoint/ intranets as necessaryWork with HR/ Comms to generate and publish Communications as needed that go to the site (blood drives, Halloween contest, etc.)Be the go-to person for the building to know what is going on – with respect to quarterly lunches, summer picnic, town hall schedules, and other events that affect the team members. Calendar management and meeting coordination across stakeholdersMeeting/ event facilitationLead event planning initiatives to include customer and other stakeholder visits as well as leadership offsites; ownership of seating/ logisticsReserving meeting space, and resolving conflict of meeting space as they occurOrdering food/ refreshments and helping to cleanup of meeting spaceKeep conference rooms tidy, plenty of supplies for food and drink (plates, napkins, plastic ware)Meeting room setup, i.e., ensure IT and other facilitation resources are in-placeSecurity/ visit request processingParking lot management when guests come in that need extra parkingFacilitate travel & expense arrangementsMakes extensive domestic and international travel arrangements for the VP/GMCoordinates with those traveling with the VP/GM and their EAs, on joint arrangementsMaintain travel security documentsSubmit, process and track expense reportsSupport the onboarding of new senior team membersWorking with managers/HR/IT to ensure the new hire has equipment, nameplate for workspace, phone, update seating chart maps at end of cubiclesMiscellaneous projects for Executives and leadershipManage the Company CarsManage the check-in / check-out process of the vehiclesManage maintenance (i.e., tires, oil changes and other needs as they arise)Manage EZ Pass for tolls thru State of Indiana Tolls roadsEnsure license plates, registrations, and insurance is up to dateManage office supply orders and associated documentationFacilitate the replenishment of coffee supplies (pods, creamer, cups), water, soft drinks at the refreshment stations and as needed in executive offices, conference roomsWork with/ coordinate closely with other UM and USA EAsAs required, provide backup support when other EAs are on leave

Required Skills:

5+ years of continuous work experience as an Executive level Administrative AssistantExpert level proficiency with Microsoft Word, Excel, PowerPoint and AccessStrong business acumen and ability to help facilitate positive organizational dynamicsWilling to work extended hours, when necessaryAbility to obtain a US Government security clearance.  Security clearances are granted to U.S. citizens.

Desired Skills:

8+ years of work experience as an Executive level Administrative AssistantBachelor’s degree in Business, Accounting or Finance or similarExcellent written communication skillsBasic knowledge of Engineering and Manufacturing businessesAdept in creating or editing professional powerpoint charts as well (at least basic level) business analyticsPrevious experience supporting VP/ General Managers or Executive level HR, Business Development/Marketing and/or Technology leaders Ability to multi-task and work under constant deadlines in a high-paced environment

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Diverse & Inclusive Employer

Ultra Maritime is an equal opportunities employer that values diversity, inclusion, equity and equality. Underpinned by our values, behaviours, and policies, we want you to feel empowered to be your best and authentic self.

We promote a workplace that welcomes people from all backgrounds and cultures; believing that this will increase our diversity of thinking, and ultimately ensure we continue delivering on our commitments to our customers.

We do not discriminate based on race, religion, colour, national origin, gender identity, sexual orientation, age, marital status, veteran status, or disability status and welcome applications from all candidates.

We offer competitive benefits including medical, dental, vision, 401k match, paid time off and family leave, and much more! 

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, and for inquiring about, discussing or disclosing compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Reasonable accommodation statement: if you need an accommodation for any part of the application process, please email careers@ultra-us-gbs.com

Company: Ultra Maritime