Title:  Site Senior Administrative Assistant

Job Title: Site Senior Administrative Assistant
Job Code: 32270
Job Location: Fort Wayne, Indiana
Job Schedule: 9/80 REG – Off Every Other Friday

Job Description:

In this site executive administrative assistant role, you will partner directly with our program executives to manage competing priorities and ensure nothing falls through the cracks. This isn’t about scheduling meetings— it’s about protecting focus time, making judgment calls, and keeping our leadership team aligned so we can scale effectively. The ideal candidate will excel in complexity, anticipate needs (before being asked!), and operate with discretion, urgency, and precision, while being a collaborative partner.

Primary responsibilities include, but are not limited to:

• Executive enablement: Calendar optimization, travel coordination, including international arrangements that may require visa processing, expense reports, supplier invoice processing and meeting prep. Ability to proactively resolve calendar conflicts and discern executive priorities.
• Communication management: Email triage, stakeholder updates, internal coordination. Exercise confidentiality and diplomacy, supported by an understanding of the strategy and priorities of the organization.
• Project coordination: Following up on action items, tracking deliverables, cross-team alignment, and event planning. 

• Collaboration: Be part of a highly collaborative and supportive team of program administrators that work together across the wider Spectral Solutions division team. Support work on projects involving collaboration internally and externally.  Take the lead to initiate, chase up, escalate, and ensure deadlines are met.

• Broad organization support: Be aware of changes and development within all parts of the organization and support communication plans to convey these to the teams.

• Ability to build a strong network: Build and maintain strong working relationships with a broad range of stakeholders from different business units, functions, sectors, segments and CHQ.
• Reception management and oversight: including new hire coordination, as needed.

• General office duties: Support general office duties with the other administrative staff (ordering supplies, delegation support for other admins, etc.) and other duties as assigned.

Qualifications:

• 8 or more years’ experience in an administrative role with at least 5 years as executive support in a corporate environment.
• Ability to obtain and maintain DoD security clearance.
  
  

Preferred Additional Skills:

• MS Office skills (Outlook, Excel, PowerPoint) at intermediate or advanced level.
• Experience of effectively arranging travel, producing accurate itineraries and a good judgement on how to optimize traveler’s time.
• 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.

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