Senior Administrative Assistant

Summary

Provides administrative support to the Vice President of Engineering, the Engineering Leadership Team and the overall Engineering team.

Essential Duties and Responsibilities

• Performs daily office administration duties.
• Assists with updates to department processes, procedures and training.
• Manages engineering master employee list and organization charts.
• Coordinates presentation materials for monthly engineering & certification department meetings.
• Prepares correspondence, reports and materials.
• Assists with all required training.
• Answers and appropriately handles various phone calls.
• Schedules, coordinates and sets up meetings (e.g. video conferencing, material distribution, etc.).
• Creates, transcribes, and distributes meeting agendas and minutes.
• Manage and maintain the engineering leadership Rolling Action Item List (RAIL).
• Provides follow up on action/outstanding items.
• May assist in meet and greets.
• Orders and makes arrangements for catering services as needed.
• Prepares, sends, receives and routes packages.
• Provides administrative support to the Vice President of Engineering and the Engineering Leadership Team as needed.
• Publishes and maintains engineering monthly Key Performance Indicators (KPIs).
• Manages SharePoint engineering and certification content.
• Assists with engineering and certification continuous improvement initiatives.
• Assists with administrative support and special projects for other departments as requested.
• Serves as back-up for Reception desk as needed.
• Maintains regular attendance including being at work, being on time to work and working full shifts.
• Other duties may be assigned.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Greenpoint Core Competencies

• Adaptability - Adapts to changes in the work environment, manages competing demands, and accepts constructive criticism/feedback and changes approach or method to best fit the situation.
• Communications - Expresses ideas and thoughts effectively in verbal and written form, exhibits good listening and comprehension, and keeps others informed and uses appropriate communication methods.
• Dependability - Responds to requests for service and assistance, follows instruction and responds to management direction, takes responsibility for own actions and doing the best job possible, keeps commitments, and maintains reliable attendance.
• Initiative - Sets and achieves challenging goals, demonstrates persistence and overcomes obstacles, measures self against standard of excellence, recognizes and acts on opportunities, and takes calculated risks to accomplish goals.
• Teamwork - Balances team and individual responsibilities, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, and puts success of team above own interests.
• Work Quality - Demonstrates accuracy and thoroughness, displays commitment to excellence, looks for ways to improve and promote quality, applies feedback to improve performance, and monitors own work to ensure quality.

Job Core Competencies

• Customer Service – Displays courtesy and sensitivity, manages difficult or emotional customer situations, meets commitments, responds promptly to customer needs and solicits customer feedback to improve service.
• Planning & Organization – Prioritizes and plans work activities, uses time efficiently, plans for additional resources, integrates changes smoothly, sets goals and objectives, and works in an organized manner.
• Attendance & Punctuality – Schedules time off in advance, begins working on time, keeps absences within guidelines, ensures work responsibilities are covered when absent, and arrives at meetings and appointments on time.
• Self Management - Regulates impact of own emotions upon others, remains focused and energized under stress, accepts criticism and recovers quickly from setbacks, and projects realistic self-confidence in abilities.

Summary of Education, Experience & Certification

Associate's degree (AA) or equivalent from two-year college or technical school, a minimum of 5 years of administrative experience; or equivalent combination of education and experience.

Employees working on programs subject to International Traffic in Arms Regulations must qualify as a US Person which is defined as a US Citizen, a Permanent Resident who does not work for a foreign company/foreign government/foreign governmental agency or organization, or a political asylee for legal compliance purposes.

Required Knowledge, Skills & Abilities

• Advanced skills using Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Teams).
• Basic skills with Visio and MS Project.
• Ability to develop spreadsheets, database, charts, graphs, formulas and pivot tables.
• Ability to be pro-active in a fast paced and challenging environment.
• Ability to manage data and information from multiple sources.
• Ability to multitask along with careful attention to detail and follow through.
• Ability to understand and resolve process issues.
• Ability to work well independently and cross-functionally as part of an established and growing team, demonstrating a high-level of customer service.
• Ability to receive and provide feedback on work performance.
• Ability to exercise a high degree of confidentiality, objectivity and discretion.
• Strong communication, time management and problem-solving skills.
• Ability to sit for extended periods of time, use hands to lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, and have close/color vision ability to adjust focus.
• Ability to travel as required.
• Ability to work overtime as required.

The expected WA salary range for this position is between $56,000.00 - $77,000.00. Actual compensation will be determined based on experience, education, location, and other factors permitted by law. Our suite of comprehensive benefits include: healthcare (medical, dental & vision), life insurance, paid time off, and a 401(k) savings plan with company match.