Executive Assistant

Job Summary General Atomics (GA), and its affiliated companies, is one of the world’s leading resources for high-technology systems development ranging from the nuclear fuel cycle to remotely piloted aircraft, airborne sensors, and advanced electric, electronic, wireless and laser technologies.

This position is responsible for providing direct assistance to a senior vice president or higher. Manages access to the executive and maintains their schedule, which requires contact with high-level internal and external customers or officials. Has access to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment. Communicates with executive, administrative and management personnel to gather or convey relevant information. Initiates special reports and completes a variety of administrative assignments.

DUTIES AND RESPONSIBILITIES

• Coordinates the executives' schedule and ensures they are made aware of issues that need immediate attention.
• Interfaces with senior executives as well as a variety of customers and visitors to gather and prepare information relative to the executives' functions.
• Coordinates the preparation and review of correspondence, reports, and presentations for internal and external audiences.
• Plans, schedules and coordinates executive meetings, events, and travel arrangements.
• Tracks progress of delegated staff assignments and may coordinate activities between departments.
• Screens calls, prioritizes mail and maintains follow-up system to ensure completion of each task or project.
• Maintains confidential and specialized files and/or records. Utilizes judgment in determining which tasks can be handled and which tasks need to be directed to the executive or to other members of the organization.
• May provide guidance and/or direction to other staff.
• Responsible for observing all laws, regulations and other applicable obligations wherever and whenever business is conducted on behalf of the Company.
• Expected to work in a safe manner in accordance with established operating procedures and practices.
• Other duties as assigned or required.

• Typically requires a High School diploma and six or more year's experience of progressively broadening office administration experience, including experience supporting senior management or executive positions. Equivalent experience may be substituted in lieu of education.
• Must possess a comprehensive acquaintance and understanding of the general and specific aspects of the job
• Ability to maintain the confidentiality of sensitive information
• Excellent organization skills and ability to establish priorities
• Identify issues ordinarily encountered and explain and solve complex problems, or situations that require evaluation and interpretation
• Excellent interpersonal, verbal and written communication skills to accurately document, report and interface effectively with all levels of personnel, including management, customers and vendors
• Understanding of applicable policies and procedures as well as an understanding of relevant regulations
• Excellent knowledge of computer operations and applications.
• Ability to work both independently and in a team environment is essential as is the ability to work extended hours as required.