SCA Administrative Assistant

SCA Administrative Assistant

Administrative Assistant provides a full range of administrative and documentation / correspondence preparation, control, and support to the Project Management Office with a primary focus to the Business Management office. Ensures the flow of quality written and oral communication both internally and externally to the project. Exercises decision making skills using professional judgment and tactful implementation. Communicate with a large number of technical and professional personnel, not only within the Northrop Grumman Corporation, but also with the Government and outside communities.
Handles multiple tasks and situations simultaneously and prioritizes requirements accordingly. Required to use good judgment and business procedures and demonstrate initiative, self-direction and maintain absolute confidentiality.
As required, performs the responsibilities of the Project Manager's Executive Administrative Assistant during her/his absence.

The following are essential job responsibilities/accountabilities:

• Provides administrative office support and performs all necessary administrative functions for the Business Management Offices to include handling situations / conflicts involving administrative functions.
• Serves as a point-of-contact for both the Project Management & Business Management Offices' by receiving and referring telephone calls and visitors to the proper manager or project employee.
• Arranges appointments and conferences, prepares agendas, assists and answers questions on office procedures and functions, arranges travel reservations, prepares travel orders and vouchers, plus picks up, segregates and routes office mail and administrative communications, consolidates periodic reports, and reviews outgoing correspondence.
• Initiates and composes follow-up letters or memoranda, composes and finalizes replies to routine correspondence that is signature ready correspondence for Business Management Office for submission to the Government Contracting Office and/or other Agencies as well as corporate related requirements.
• Takes dictation of administrative communications, reports, directives, and telephone conversations and prepares records of proceedings for conferences, staff meetings, and committees.
• Prepares, files, and maintains files by examining, classifying, coding, indexing, and filing documentation such as correspondence, messages, memoranda, reports, publications, IAW chronological, organizational, subjective, or numerical and cross-referencing systems to include ensuring timely and continuous updates are made to the Contract, Modification files, Contract Change Proposals (CCPs) files, etc.
• Collects and compiles data, extracts information from files and prepares briefs of correspondence plus special and routine reports, composes and routes correspondence from brief notes, verbal/written instructions and on the basis of recurring or preceding correspondence.
• Maintains correspondence log (incoming & outgoing) for the contract and ensures distribution is made to the appropriate Action Office.
• Distributes and monitors Internal, Government and other Agency suspense actions to ensure timely completion / submission and maintains a suspense file.
• Coordinates with the Government and makes arrangements for extensions to Government suspense actions as required.
• Conducts research/prepares material needed by Managers as required for meetings/ conferences, reports, completion of suspense actions, etc.
• Through a thorough knowledge of the contractual requirements/Performance Work Statement (PWS), assists the Business Management Office in administration of Fort Irwin Logistics Support Services Contract to include preparation of Contract Change Proposals (CCP) and Solicitation efforts as required.
• Develops and maintains charts and tracking systems for up to date status of contract change / growth, performance, Award Fee, etc.
• Attends Government and Company Internal meetings as required.
• Maintains confidentiality of sensitive information and documents.
• Builds partnerships with the U.S. Army, other contractors, employees, the union, and host community.
• Requisitions office supplies, repair services, and publication services plus maintains and updates the office copy of the Federal Acquisition Regulation (FAR).
• Participates in the Company Continuous Improvement Process (CIP) and Quality Control program.
• Provides for accountability and proper care of all Government and Contractor Furnished Equipment. Performs other duties as assigned.

This job description is indicative of the work required for the position, but is not all inclusive of the work required to perform the duties of the position.


Basic Qualifications:

• Bachelors degree from an accredited college or university; may be waived with demonstrated knowledge and skill and possession of an Associate's degree.
• Must have five (5) years administrative assistance or executive secretarial experience.
• Executive Administrative and Secretarial expertise/ experience. Accounting, financial and contractual experience is a desirable plus.
• Must be able to speak, read and write English fluently.
• Must be proficient with Office Automation systems/ equipment and the complete suite of current Microsoft Office programs (Word, Power Point, EXCEL, Project, etc...)
• Will be required to be trained in the operation of other company software programs.
• Writes performance and evaluation comments/reports as required.
• Must have good organizational office skills.
• Required to work under stressful circumstances and meet short suspense dates.
• Must be capable of learning new concepts and applying new techniques / processes.
• May be required, on an as needed basis, to assist or perform functions in alternate areas of the project.
• Supervisory experience not required but is desirable attribute.
• Must be physically capable of performing the work in conditions of extreme temperatures, low humidity, rain and blowing sand and dust.
• Must possess a valid driver's license in accordance with contractual requirements and be able to obtain a military operator's permit for each type of vehicle or equipment required to operate.
• Must be a United States citizen.
• Must possess a DOD Secret clearance or ability to acquire it.

Northrop Grumman Corporation is a leading global security company whose 75,000 employees provide innovative systems, products, and solutions in aerospace, electronics, information systems and technical services to government and commercial customers worldwide.

Northrop Grumman is an Equal Opportunity Employer committed to hiring and retaining a diverse workforce regardless of age. U.S. Citizenship is required for most positions.