Administrative Assistant

Location: Cambridge, MA
Job Code: 1927
# of openings: 1

Description

Job Qualifications:

The Administrative Assistant will assist with day-to-day operations, coordinating and supporting meetings, processing visitor requests, security office supplies, processing travel and expenditures, and supporting special projects as needed.

 

Qualified candidates must be able to follow technical written instructions; must have a professional demeanor and good communication skills; and will perform technical procedures through device portals and web interfaces to collect large amounts of data. 

 

Specific Responsibilities:

The Administrative Assistant supports in the following duties:

  • Arrange on-site meetings, customer site-visits and other special events and demonstrations

  • Provide administrative assistance to Human Resources

  • Perform administrative tasks including calendar management, copying, filing, answering and screening phone calls, writing and editing correspondence, handling mailings, processing visitor requests, securing office supplies, and maintaining Outlook contacts information

  • Manage domestic and international travel needs to include finalizing all travel logistics, read ahead, completing expense reports and reconciling credit card statements

  • Compile and produce briefing materials, presentations, and white papers as needed

  • Diligent oversight of the sector’s SharePoint site to ensure data presented is current and accurate

  • Create presentations to include organizational charts and project schedules using PowerPoint, Excel, and Visio

  • Draft memos, letters, email responses, presentation notes, etc. as requested by team

  • Generating meeting minutes and maintaining action items lists as well as independently following-up on action items

  • Prepare, assemble and modify weekly reports, presentations and briefing materials using MS Word

  • Assist in monitoring and follow-up on timekeeping and expense report analysis on supplemental or ad hoc basis

  • Assist with special projects and take on additional responsibilities/duties as needed within various departments as required

  • Willingness to work as needed outside of core hours of 8 a.m. to 5 p.m.

 

Minimum Requirements:

  • 1-3 years of office administration experience supporting business development

  • Excellent organizational and interpersonal skills, with a positive attitude towards work

  • Ability to prioritize and multi-task in an organized fashion ensuring timely completion

  • Proficient to advanced experience in Microsoft Outlook, Word, Excel, PowerPoint, Visio, and SharePoint

  • Must be able to handle office materials and information with 100% confidentiality

  • Must be able to take initiative and work well under pressure

  • MUST be a US person or Permanent Resident Green Card Holder.

 

Physical Requirements:

Able to lift boxes ~20lbs.

 

Shift Requirements: 

Normal business hours; some overtime may be required.

 

Aurora Flight Sciences is an Equal Opportunity Employer



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