General Dynamics is hiring: Executive Assistant in Scottsdale

Responsibilities for this Position

Executive Assistant

ID: 2024-64794

USA-AZ-Scottsdale

Required Clearance: No clearance

Posted Date: 12/11/2024

Category: Administrative/Clerical

Employment Type: Full Time

Hiring Company: General Dynamics Mission Systems, Inc.

Basic Qualifications

Bachelors 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 bachelors degree in management or business and 10 years relevant experience.

Responsibilities for this Position

General Dynamics Mission Systems has an immediate opening for an Executive Assistant. The position provides an opportunity to enhance the performance and profitability of an organization that supports some of our nations fundamental defense services. General Dynamics Mission Systems employees work closely with esteemed customers to develop solutions that allow them to carry out high-stakes national security missions.

This position is responsible for providing a full range of executive administrative (EA) support to a Business/Division Vice President. In addition, assistance maybe provided to other executive positions supporting multiple ELT-level Vice Presidents. The EA will manage their calendar, meeting and travel schedule and associated arrangements, expense and time reporting, and other responsibilities so the Vice President and staff can focus on successfully running a business enterprise. The EA will organize and manage senior staff meetings, business meetings, strategy sessions, and special assignments as needed. As a result, the EA must be flexible to work overtime and/or outside of normal business hours when necessary and must demonstrate maturity, high initiative, trustworthiness, timeliness, precision, and adherence to confidentiality at all times.

REPRESENTATIVE DUTIES AND TASKS:

Responsible for the critical organization, prioritization, and scheduling for a company Vice President

Prioritizes and coordinates their calendar and meeting schedules in Microsoft Outlook, to include internal and external meetings with clients and staff

Manages frequently changing schedules and appointments as well as coordination of projects and tasks

Prepares meeting agendas and compiles materials for use in meetings, discussions, and presentations

Composes correspondence, captures meeting notes and action items, monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the executives attention

Drafts, proofreads, and finalizes high-level written correspondence that is consistently error-free

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

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

Discretely accepts and screens calls, connects callers with appropriate staff, and follows up as needed

Greets internal and external customers; handles inquires and refers more complex inquiries to appropriate offices

Obtains data from various sources, analyzes data and information, and prepares reports as needed

Updates and maintains organizational charts, electronic and manual records, and confidential files

Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint and Word documents

Fosters an environment of trust and teamwork: builds collaborative relationships, internally and externally

Communicates effectively with executives to keep them informed of upcoming commitments and responsibilities

Communicates professionally and effectively with staff and customers

Works on multiple projects in a fast-paced environment dealing with confidential/sensitive information

Handles sensitive and confidential information in an appropriate manner without exception

Assists with support for other administrative personnel and performs other executive administrative functions as required

Collaborates to improve processes and procedures

Maintains strict confidentiality in all matters

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

Serves as a mentor to the administrators in their organization and assists with level loading the work across the organization; provides assistance in their career development as well as success within their roles

KNOWLEDGE SKILLS AND ABILITIES:

Considerable understanding of the general and technical aspects of the job and the company

Works independently and as a team in a complex and dynamic office environment

Significant organization and time management skills, attention to detail, and ability to multi-task high priorities

Excellent ability to convey effectual presence through high-level, professional written and oral communications

Excellent interpersonal skills and a professional demeanor in interacting with a wide variety of people

Works effectively with a geographically dispersed and frequently virtual team

Cultivates customer and staff confidence at an executive level

Effectively and efficiently works within time constraints and adjusts to changing circumstances

Self-starter who can work independently, with or without established procedures

Develops procedures to ensure consistent work performance

Advanced ability to correct course, sometimes at the last minute, in order to improve outcomes

Advanced ability to provide constructive guidance and feedback, and openly receives the same

Applies a significant level of discretion when dealing with sensitive information/situations General Dynamics Proprietary Information

Must be highly proficient with Microsoft Office, to include Outlook, Word, Excel, and PowerPoint

Must display solid attention to detail and a penchant for producing error-free work

Must demonstrate excellent writing and editing skills, vocabulary and grammar

Must have experience in managing information and tasks easily

Must have current information technology skills and experience

Due to the nature of work performed, U.S. citizenship is required

Salary Note

This estimate represents the typical salary range for this position based on experience and other factors (geographic location, etc.). Actual pay may vary. This job posting will remain open until the position is filled.

Combined Salary Range

USD $45.08 - USD $48.35 /Hr.

Company Overview

At General Dynamics Mission Systems, we rise to the challenge each day to ensure the safety of those that lead, serve, and protect the world we live in. We do this by making the worlds most advanced defense platforms even smarter. Our engineers redefine whats possible and our manufacturing team brings it to life, building the brains behind the brawn on submarines, ships, combat vehicles, aircraft, satellites, and other advanced systems.

We pride ourselves in being a great place to work with this shared sense of purpose, committed to a diverse and exciting employee experience that drives innovation and creates a community where all feel welcome and a part of something amazing.

We offer highly competitive benefits and a flexible work environment where contributions are recognized and rewarded. To see more about our benefits, visit https://gdmissionsystems.com/careers/why-work-for-us/benefits

General Dynamics is an Equal Opportunity/Affirmative Action Employer that is committed to hiring a diverse and talented workforce. EOE/Disability/Veteran