Administrative Assistant

San Jose, CA

Posted: 10/09/2019 Employment Type: Contract Industry: IT Job Number: 230663


High School Diploma or the equivalent is required. In addition, Related Vocational Training plus a minimum of 3 years administrative or business experience, or a minimum 5 years of administrative or business experience is required


Applicants selected with be subject to a U.S Government security investigation and must meet eligibility requirements for access to classified information. Due to the nature of work performed within our facilities, U.S. citizenship is required.


General Dynamics Mission Systems has an immediate opening for an Administrative Assistant in our San Joe, California location. 


** Prior Defense industry experience is strongly preferred **



The  Administrative Assistant  will be supporting the manager of a large engineering organization in our San Jose location


  • Supports management by presenting and organizing head-count  forecast data at program staffing reviews using on-line company tools
  • Creates an on-line database of candidates’ resumes for company Engineering positions, along with records of applicants applying to each of our Job Requisitions
  • Coordinates candidate hiring facility interview visits with both Engineering Management and Talent Acquisition, and arranges interview sessions
  • Tracks Dept. overhead budgets to include employee reward programs, tuition assistance, training expenditures, and other discretionary spending
  • Arranges employee morale events, section meeting, skip level meetings, and direct report meetings, and coordinates attendees food preferences, orders food for many of these events, and reserves facility space
  • Assists the Senior Managers and/or Managers and their staff’ s 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
  • Monitors external/internal communications, and addresses communications in an expeditious manner, bringing critical issues to the Senior Managers and/or Manager’ s attention
  • Drafts, proofreads, and finalizes written correspondence ensuring accuracy
  • Works on assignments of moderate difficulty and complexity requiring judgment in resolving issues
  • Schedules and ensures full support for meetings, coordinates video teleconferences, conference calls, meetings to include reserving rooms, preparing for the event, and coordinating with  on-site facilities and information technology experts
  • Plans 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 • Obtains data from various sources, analyzes data and information, and prepares reports as needed
  • Enters, formats, and proofreads inputs into Excel Spreadsheets, PowerPoint and Word documents
  • Builds collaborative relationships, internally and externally
  • Communicates professionally and effectively with employees and customers
  • Works on multiple projects in a fast-paced environment
  • Collaborates with others to improve processes and procedures

  • Knowledge of Excel (proficient in Excel, and able to create Pivot Tables)  Word, PowerPoint to generate tracking and coordination spreadsheets
  • Experience with Concur is a plus
  • Be able to prioritize a wide-variety of tasking from several disciplines on a daily basis
  • Basic ability to apply company policies and procedures to resolve routine issues
  • Follows standard practices and procedures in analyzing situations or data from which answers can be readily obtained
  • Builds stable and productive working relationships internally
  • Ability to communicate clearly, both written and verbal
  • Creative, innovative responsibilities requiring proactive decision making skills

  • Should have strong attention to detail and a penchant for accuracy 

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