Executive Administration

Palm Bay, Florida

Employer: L-3 Technologies
Industry: 
Salary: Competitive
Job type: Full-Time
Job Title: Executive Assistant

Job ID: 13834

Location: Palm Bay, FL - This is a 100% onsite role

Job Schedule: 9/80 (Every other Friday off)

The Role:

To provide assistance and support to the IMS segment executive staff.

Primary responsibilities include, but are not limited to:
  • Provide comprehensive administration support to IMS segment executives, exercising confidentiality and diplomacy, supported by an understanding of the strategy and priorities of the organization.
  • Proactively organize calendar schedules, email and the day-to-day support of the executives.
  • Support with organizing events, meetings, workshops and any away day communication, invites, room setup, support preparation of material etc.
  • Be part of a highly collaborative and supportive team of Executive Assistants that work together across the wider IMS segment executive team.
  • Be aware of changes and development within all parts of the organization and to support communication plans to convey these to the teams.
  • Coordinate and book domestic and international travel arrangements, visas, and accommodation requirements and ensure arrangements in place well before departure. Trouble shoot issues as they arise.
  • Process and ensure the accuracy of expenses, submit all expense reports timely and inform of any anomalies, and manage any suppliers' invoices submitted that require approval.
  • Support work on projects involving collaboration internally and externally for example, being the contact person in relation to agreed Facilities projects, such as desk moves and in organizing events. Take the lead to initiate, chase up, escalate, and ensure deadlines are met.
  • Build and maintain strong working relationships with a broad range of stakeholders from different business units, functions, sectors, segments and CHQ.
  • Manage and resolve queries, taking accountability for specific tasks.
  • Support administration when required for note taking, group meetings and general support if needed.
  • Reception management and oversight, including new hire coordination, as needed.
  • Support general office duties with the other segment administrative staff (ordering supplies, delegation support for other ES's, etc....)


Requirements:
  • Requires a High School Diploma or equivalent and a minimum of 10 or more years' experience in an executive support in a corporate environment or 2 years post-Secondary/Associates Degree with a minimum of 8 years of prior related experience.
  • Demonstrated MS Office skills at intermediate or advanced level
  • Experience effectively arranging travel, producing accurate itineraries and a good judgement on how to optimize traveler's time.


Preferrd Skills:

  • Driven and resourceful to manage own workload, with flexibility to prioritize and deliver against deadlines with minimal supervision.
  • Remains resilient and reliable under pressure
  • Excellent communication and organizational skills with high attention to detail
  • A professional manner and the confidence to interact across the business.
  • Apply discretion and maintain confidentiality.
Created: 2024-09-18
Reference: 13834
Country: United States
State: Florida
City: Palm Bay
ZIP: 32909

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