Title:  Administration D - Administrative Assistant

Job Title: Administration D – Administrative Assistant

Job Code: 35271

Job Location: Malabar, FL

Job Schedule: 9/80: Employees work 9 out of every 14 days – totaling 80 hours worked – and have every other Friday off

Job Description:

The Administrative Assistant for the F-35 Business Area and Malabar Site is responsible for efficiently managing calendars, meetings, and logistics to ensure seamless operations. Additionally, the assistant will host on-site meetings, manage visitor access, and oversee special projects, corporate events, and office administration tasks, fostering strong relationships with internal and external teams to support overall business objectives.

Essential Functions:

• Efficiently manage calendars to maximize in-person attendance and minimize conflicts and travel time.
• Prioritize meetings and manage logistics including room bookings, AV setups, and catering.
• Prepare agendas and distribute briefing materials in advance of meetings for all relevant participants.
• Coordinate, book, and manage travel arrangements for key stakeholders and staff.
• Manage and update program documents (action items, org charts, communications) and ensure timely closure of action items.
• Proof-read, polish, and ensure presentation materials are executive-ready.
• Draft and manage leadership correspondence, ensuring professional, timely, and accurate communications.
• Host and manage on-site meetings, handle visitor badging, and maintain a professional environment for guests.
• Accurately manage and submit leadership expense reports in compliance with company policies.
• Lead special projects, plan corporate events, assist with office administration, and facilitate relationship building and coordination among teams.
• Ability to obtain US Government clearance. 

Qualifications:

• Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience.

Preferred Additional Skills:

• Time Management- Ability to prioritize tasks effectively and manage multiple responsibilities simultaneously.
• Detail-Oriented- Strong attention to detail ensuring accuracy in meeting logistics, document management, and communication.
• Communication Skills- Excellent verbal and written communication skills to interact with stakeholders and convey information clearly.
• Problem-Solving Skills- Proactive in identifying issues and finding solutions promptly.
• Technical Proficiency- Proficient in using office software (e.g., Microsoft Office Suite) and other relevant tools (e.g., video conferencing software, scheduling platforms).
• Flexibility and Adaptability- Ability to adapt to changing priorities and work effectively in a dynamic environment.
• Interpersonal Skills- Strong interpersonal skills to build relationships with internal and external stakeholders.
• Project Management- Skills in planning, executing, and overseeing projects, including event planning and special projects.
• Discretion and Confidentiality- Ability to handle sensitive information with discretion and maintain confidentiality.
• Customer Service Orientation- Provides a professional and welcoming environment for all guests and stakeholders, ensuring customer satisfaction.

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