Executive Assistant

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Job description

Basic Qualifications :
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.

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 nation's 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 executive's 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

• While on-site, you will be a part of the Fair Lakes location. Please note, the Fair Lakes building will be transitioned to Chantilly, VA by April 2025.

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 $49.58 - USD $53.18 /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 world's most advanced defense platforms even smarter. Our engineers redefine what's 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

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

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