Administrative Assistant 4

Northrop Grumman’s Aeronautics Systems is looking for an Administrative Assistant 4 to support the RQ-4 Operating Unit (OU) on-site in San Diego, CA.

Position is in office and may be able to accommodate a hybrid telework schedule.

• Provides administrative support for the RQ-4 Operating Unit (OU).
• Manages schedules for the OU leadership team. Providing active calendar management: scheduling meetings, categorizing/color codes for ease of consumption, deconflicting incoming requests based on priorities, keeping team apprised of short notice changes, maintaining discretion regarding executive calendars and content.
• Records and distributes notes from OU meetings.
• Manages domestic and international travel for the RQ-4 OU leadership team, preparing expense reports.
• Manages domestic and international travel for RQ-4 OU expat employees working overseas in accordance with Global Mobility Office processes and International Assignment Agreements, and preparing expense reports.
• Performs office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail.
• Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures.
• Gathers, compiles and reports on information relevant to supervisors’ assignment.
• Meeting support: preparing rooms ahead of meetings, logging in to the computer, joining teleconference, opening files; managing catering, coffee/water service, as required.
• Manage conference rooms on site (scheduling, stocked with materials and equipment, etc…)
• Manage facility footprint, coordinate with facilities team ongoing needs and changes
• May take and transcribe dictation.

• High school diploma or GED with a minimum of 6 years of additional education and/or related administrative experience.

• Experience maintaining multiple calendars.
• Experience scheduling domestic and international travel plans.
• Demonstrated ability to perform detail-oriented work, without close supervision.
• Must be able to independently assess priorities.
• Must be able to work with confidential information.
• Proficient in Microsoft Word, Excel, Microsoft Access, PowerPoint, Teams, AI tools,  and Outlook to produce and distribute email, letters, memoranda, and reports.
• Experience scheduling meetings for senior management and coordinating logistical support for internal and external meetings, including offsite events.
• Ability to obtain and maintain a Secret security clearance.  

• Proficient in MS Office suites, SharePoint, Outlook, CATS, Concur, iTRIP and iBuy systems, Zoom, SharePoint, Smart Buy, Salesforce
• Experience with Northrop Grumman policies and procedures
• Experience with expat International Assignment Agreements and travel arrangements.