Administrative Assistant

About This Role

An Administrative Assistant provides essential support to the IBCS Software Business Area, reporting directly to the IBCS Software Program Manager. This role is central to daily office operations, offering a supportive environment for growth and mutual assistance within a team dedicated to solving challenges for a safer world.

Responsibilities

• Communicate with Program Managers, Integrated Product Team Leads, Cross Product Team Leads, functional management, and Government Partners
• Perform advanced administrative duties
• Support prior teams through organization, self-motivation, and task ownership skills
• Accomplish duties in a high-impact, time-sensitive environment

Requirements

• High school diploma and a minimum of 3 years additional education and/or related experience in the administrative professional field
• Advanced expertise in Microsoft Office software (Word, PowerPoint, Outlook, and Excel), SharePoint and intranet/internet proficiency
• Understand the sensitive nature of working in an executive office
• Possess good judgment and problem-solving skills
• Maintain the highest levels of confidentiality
• Comfortable operating in a fast-moving environment
• Manage information flow in a timely and accurate manner
• Experience with Concur (or similar) travel and expense reporting system
• Prior experience coordinating both on and off-site meetings and/or events
• Experience writing, proofreading, and correcting documents

Nice to have:

• Ability to work independently, foresee needs and be proactive
• Ability to solve problems and meet deadlines with a great level of flexibility
• Ability to efficiently coordinate Outlook calendar and other routine items
• Ability to swiftly adapt to new tools/technologies to drive efficiency and organization across the global team
• Experience participating and hosting in-person and remote Video Teleconference meetings (i.e. Zoom, Skype, Teams, WebEx, etc.)
• Ability to independently compile and generate reports/presentations
• Expert level proficiency with oral and written communication skills
• Ability to interface with executive level internal and external contacts with considerable autonomy
• Demonstrated ability to manage multiple administrative projects and initiatives
• Experience in supporting a variety of executive levels, management level and administrative support within an organization

Benefits

• Overtime, shift differential, and a discretionary bonus
• Annual bonuses
• Health insurance coverage