Administrative Assistant

POSITION SUMMARY

Reporting to the Senior Executive Assistant, the Administrative Assistant plays a critical role in maintaining the smooth function of the Special Projects team. Plans, directs, and coordinates administrative support services to senior management team.

RESPONSIBILITIES

• Answers telephones, handles calls, and routes to appropriate individuals
• Ensures customers, vendors and employees are handled in a professional and courteous manner both on the telephone and in person
• Effectively manage and execute a wide variety of tasks including, but not limited to: managing Vice President, Special Projects and other executive and/or senior leaders team calendars, organizing domestic and international travel, coordinating meetings and events, and preparing presentations, as requested
• Assists with the completion of expense reports
• Prepare read ahead materials and review schedules in advance of each day
• Participate in meetings as required, prepare confidential meeting minutes and track actions
• Coordinate corporate events such as offsite training and town halls
• Support employee morale functions in conjunction with Human Resources
• Serve as project leader for special initiatives as assigned by the VP, Special Projects and/or Sr. Executive Assistant
• Prepares confidential correspondence, reports, and other complex documents
• Manages responsibility for archiving, records retention, data backups, and confidentiality of records
• Maintains an environment that fosters high performance and professional development
• Support compliance efforts
• Other duties as assigned

QUALIFICATIONS 

• H.S. Diploma
• Must have an active US Secret level clearance with a Top Secret/SCI preferred
• Minimum of 3 years of related experience in a similar role with demonstrated analytical skills
• High level of effective interpersonal and communication skills, with ability to correspond with senior level clients, leaders, executive and others verbally and in writing
• Must have strong working ability with MS Office suite and file administration using Sharepoint and other software
• Desired skills include familiarity with Deltek, Concur and ADP
• Ability to make administrative and procedural decisions on sensitive and confidential issues
• Have the ability, willingness, and initiative to organize and lead collaborative efforts among a wide range of individuals and departments

BENEFITS

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.

• Medical, Vision & Dental Insurance
• Paid Time-Off Program & Company Paid Holidays
• 401(k) Retirement Plan
• Insurance: Basic Life & Supplemental Life
• Health & Dependent Care Flexible Spending Accounts
• Short-Term & Long-Term Disability
• Personal Development & Learning Opportunities
• On-the-job Training, Skills Development & Certifications
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach

 WORKING CONDITIONS

Work is typically based in a busy office environment and subject to frequent interruptions. Business work hours are Monday-Friday from 8:00 am to 5:00 pm.