Administrative Assistant

Are you passionate about human space exploration, understanding the origins of the universe, and working with a passionate and diverse team to make a difference? If you are, we need you!     

We need your talent, teamwork, and energy to help us achieve great things that inspire people all over the globe. We need you to bring creative ideas and diverse backgrounds to help us envision, shape, and deliver systems that will enable the exploration of space while benefiting people here on Earth. We are excited about what we do, and we need you on our team as we take on exciting challenges for NASA’s pursuits in deep space exploration. As NASA’s largest engineering solutions provider working together with NASA at centers across the United States. 

We have an exciting opportunity for an Administrative Assistant  to join the team!

The Administrative Assistant will:

• Organize and update Group Manager and Deputy Group Manager’s calendar, arrange meetings, greet, and accommodate guests, communicate and work with other admins with the organization to achieve department goals, discreetly handle sensitive paperwork, communicate with employees at all levels
• Provide daily support to the Group Manager, Deputy, Section Managers, Staff, and department employees
• Act as Travel Coordinator for managers within the Department, being knowledgeable of travel policies and procedures, assisting personnel in travel authorizations, bookings, and expense report submissions, and providing periodic training to new employees on travel policy and practices
• Act as Training Coordinator, consisting of the maintenance of training documentation and records, training classes, general report generation, non-compliance reporting, etc.
• Utilize Microsoft Teams, Outlook, Word, PowerPoint and Excel to create, maintain, and edit a variety of presentations, spreadsheets, and documents for audiences of all levels
• Utilize Microsoft SharePoint and Smartsheet to maintain, revise and create sites and sheets as needed
• Collect agenda topics for upcoming meetings using the weekly SharePoint page
• Collect actions and follow up with actioners to get the actions completed and statuses updated ahead of the meetings
• Publish minutes from the meetings that include decisions made and actions taken
• Compile and distribute weekly email on meetings relevant to the team with agendas
• Utilize skills to copy / scan / email and fax
• Apply in-depth understanding of role to be able to listen to requests for assistance and follow-through with little to no supervision to obtain desired end product
• Maintain office supplies from ordering through distribution
• Possess knowledge and understanding of contract/company procedures to direct employee questions to the correct department/contact appropriately
• Use experience and good judgment to generate and disseminate information across the group, utilizing distribution lists with little or no review required
• Regularly status appropriate employee action(s) to ensure timely completion needed by any department (travel, credit card, HR requests, training, etc.)
• Professionally represent the Department when communicating with internal and external customers (i.e. phone messages, greeting guests, reach back, etc.)
• Perform other duties as required