Senior Administrative Associate – Strategic Operations – Arlington, Virginia
Ball Aerospace’s Strategic Operations organization is based in the Washington DC area and works collaboratively across Ball Aerospace and our stakeholder community to increase our profile in the market. The StratOps organization consists of Washington DC Operations, Marketing & Communications, and Strategic Development. The purpose of StratOps is to strategically position the company within our markets, work with customers and competition to influence and drive the growth of the company, and facilitate collaboration across the company to increase business opportunities. This position is based in Arlington, VA, with collaborative and occasional on-site support to the Chantilly, VA, office.
What You’ll Do:
This position reports to the Manager, Office Administration, and provides receptionist and direct administrative support to multiple personnel in or assigned to the Arlington, VA office, and to the Chantilly, VA, office as needed.
Work closely and collaboratively with the Arlington support team members on a daily basis, to ensure seamless coverage of office needs and support to personnel.
May require 2-3 days a week on-site administrative support to the Chantilly office as needed.
Work closely with the personnel assigned to the Arlington team to support all of their administrative needs, and to do so on a timely basis, with a collaborative and integrated approach.
Ensure a collaborative and integrated approach to engaging with internal stakeholders, including administrative support staff based at the Colorado HQ and other locations, as well as with external stakeholders, including in the executive and legislative branches.
Effectively work with people at all levels, from support staff to senior executives, and willing to contribute wherever needed, providing support to operational activities, day-to-day needs and special events.
Anticipate staff and office needs, and proactively address.
Provide receptionist duties by greeting and welcoming visitors and directing them appropriately in person or on the telephone; answering or referring inquiries, and directing visitors to sign the electronic visitors’ log.
In support of personnel, coordinate multiple schedules; arrange and confirm meetings with internal and external stakeholders; prepare personnel for upcoming meetings such as through written documents, communications, presentations, and transferring and confirming security clearances as needed.
Prepare, coordinate and confirm travel arrangements and reservations.
Coordinate and submit timely reimbursements for business related expenses on a weekly basis.
Provide conference and meeting room support by preparing the designated conference room and equipment requested before the scheduled meeting; arrange for catering as requested, both pre- and post-set-up for the meeting.
File and retrieve records, folders, or other materials. Assist in the organization of materials and backup.
Assist Manager, Office Administration, by checking kitchen and office supplies inventory by checking stock to determine inventory level so that orders can be placed in a timely manner.
Assist with events (breakfasts, lunches, meetings, etc.) in various functional areas as assigned.
Demonstrate strength in: problem solving, priority setting, time management, written and verbal communications, approachability, professionalism and customer service.
Establish and maintain effective working relationships within the office, the StratOps team personnel in all locations, the Strategic Business Units, Strategic Support Units and the Company. Interact appropriately with others in order to maintain a positive, productive and collaborative work environment.
Work closely with the Manager, Office Administration, Strategic Operations, making sure that appropriate Ball protocol is being followed in daily activities.
Provide occasional support as needed (such as for additional coverage and events) to other regional Washington DC area offices, including Chantilly, VA and Columbia, MD.
Maintain a regular and predictable work schedule.
Perform general administrative support and other duties as necessary.
What You’ll Need:
High School diploma or equivalent plus 6 or more years of related experience is required.
Each higher-level degree, i.e., Associate’s, may substitute for two years of related experience. Two years of related experience may be substituted for each year of education. Degree must be from a university, college, or school which is accredited by an agency recognized by the US Secretary of Education, US Department of Education.
Experience in Aerospace and Defense industry preferred.
Experience with a diverse set of stakeholders, both internally and externally, including high level industry directors and government officials preferred.
Experience and comfort with complex scheduling.
Proven technical skills with Microsoft suite (including Outlook).
Comfortable working in a small office, with a dynamic environment, that is part of a geographically distributed team.
Office is a professional environment, requiring professional attire.
Critical Administration Support Skill Requirements:
Competence - Mastery of spelling and grammar skills, computer literacy including a solid working knowledge of MS Word, Outlook, Excel and database management.
Excellent Communicator – All round good communications skills, ability to think on their feet, great listening skills, learn how to diffuse difficult situations and make customers or clients feel valued.
Organized and Detail Oriented - Essential to be able to focus and know how to prioritize workflow, handle correspondence, record keeping, bill paying, travel scheduling and processing as well as knowing company procedures and policies.
Time Management - Able to complete tasks efficiently, don’t get pulled into too many random tasks at once. Prioritization of urgent matters, ability to resolve an issue.
Industry Savvy – If not familiar with the industry, take the initiative to understand company, learn products and customer base.
Master the Tools of the Trade – Ability to master everything from computers, photocopiers, fax machines and video conferencing systems. Must have knowledge of software for word processing, desktop publishing database management and spreadsheets. Ability to adapt to new technology as well as troubleshooting equipment as well.
Professional Attitude and Appearance – It is expected candidate dress appropriately as a representative of a professional office environment.
Deals in Confidentiality – May have to handle sensitive documents or knowledge at times and your job is to protect that confidentiality.
Possesses Good Judgment - Ability to make sound decisions without supervision, anticipate or recognize problems and be able to refer them quickly to right person or department for resolution.
A Team Player – In addition to having the ability to work with considerable independence, the candidate must be able to work as a team player in a small office environment.
TS/SCI security clearance preferred.
Ability to obtain and maintain a TS/SCI security clearance required.
Work is performed in a professional office environment.
Travel and local commute between Ball locations and other possible non-Ball locations may be required.
Successful applicant for this position must be eligible to obtain a DoD clearance. A current DoD clearance is not required to be eligible for this position, however the successful applicant will be required to obtain a DoD clearance within a reasonable time after the offer is extended and must be able to maintain the applicable clearance.
Relocation for this position is NOT available.
US CITIZENSHIP REQUIRED
Equal Opportunity Employer
Minority, Female, Disabled, Lesbian, Gay, Bi-sexual, Transgender and Veterans.
Internal Number: 663641
About Ball Aerospace
Ball Aerospace leads the way in designing, developing and manufacturing innovative aerospace systems. We take on some of the most complex and exciting challenges in the universe--from space and Earth science to national security and intelligence programs. We produce spacecraft, instruments and sensors, RF and microwave technologies, data exploitation solutions, and a variety of advanced aerospace technologies and products. In addition, we pioneered the development of the commercial remote sensing market, producing spacecraft and imaging systems that helped spawn a market-driven demand for imagery. Our success is built on more than products or systems. Our team of more than 3,000 engineers, scientists, technicians and support staff drives all the achievements at Ball Aerospace. Whether contributing to a better understanding of the universe or helping keep our nation safe, our people bring their diverse backgrounds, perspectives and skills together to achieve a common mission.