Job Description

Chromalloy is looking for an Administrative Assistant (AA) to provide multi-function & multi-level level support to Directors and Managers within Chromalloy’s BELAC office.  The AA must be confident, helpful, collaborative, energetic, and enjoy working in a fast paced, results-driven environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, handle a wide variety of activities and confidential matters with discretion and display strong organizational skills to maintain a realistic balance among multiple priorities.

PRIMARY ACCOUNTABILITIES

• Complete a variety of administrative tasks in a timely and high-quality manner including: managing meetings / events; arranging complex and detailed travel plans, itineraries, and agendas; processing expense reports for assigned executives and compiling documents for travel-related meetings (e.g. visas)
  • On a frequent basis, the AA will provide coverage in the reception area and as such will be the first contact with all visitors to the facility and will be responsible for initial guest experience and first impressions.  This coverage will also include:
  • As a secure facility, screen all guest through Visual Compliance and maintain compliance records.
• Work with hiring managers and HR on coordinating and preparing interview schedules / travel, new hire packets and assist with pre-employment and drug screening for perspective new hires.
• Coordinate with Hotels/Local Transportation/Catering for meetings.  
• Provide support for facility events planning such as customer and government representative visits.
• Work with HR on annual Toys for Tots campaign, and various holiday celebrations.
• Other duties may be assigned from HR as appropriate
• Conducts research, and compiles, types, or maintains statistical reports, spread sheets and database.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Orders lunches for visitors during executive meetings..
• May be asked to take on some project work related to several different corporate functional areas (e.g. Finance, HR, Customer Service, etc.).

Qualifications

EDUCATION AND EXPERIENCE REQUIREMENTS

• High School diploma required, 4-year degree, AS or office administration certification a plus
• 4+ years of experience supporting a large, fast paced office with similar job accountabilities is required
• Demonstrated Microsoft Office Suite skills (Outlook, Word, PowerPoint, Excel)
• Demonstrated ability supporting multiple managers and helping them to be more efficient and organized
• High degree of integrity and ethics and the ability to protect confidential employee and organizational information
• High degree of composure and ability to deal with high velocity change, fluctuating priorities and shifting deliverables

COMPETENCIES

• Interpersonal Effectiveness – Builds constructive and effective relationships; Presents information and respond to questions with confidence; Uses diplomacy and tact.
• Customer Focus – Establishes and maintains effective relationships with internal and external partners, gaining their trust and respect.
• Action Orientation: Highly driven and self-motivated; Capable of working in a deadline oriented environment; Ability to work independently and proactively to develop solutions with minimal guidance; Ability to think creatively.
• Organizational skills – Ability to multi-task and prioritize daily workload. Ability to meet deadlines and to work independently with minimal supervision; Ability to orchestrate multiple activities at once to accomplish a goal; Arranges information in a useful manner.
• Team player – Able to work as part of a team.
• Attention to detail – Methodical and meticulous; Demonstrates attention to detail.
• Communication: Demonstrated written and verbal communication skills.
• Informing: Ability to recognize key issues and effectively communicate to management
• Perseverance – Pursues everything with energy; Demonstrates drive and a need to finish; Gives up seldom even in the face of resistance or setbacks; Demonstrates a proactive attitude and ability to act on own initiative.
• Functional / Technical Skills: Demonstrated office management skills; demonstrated meeting and travel scheduling capabilities; Strong Microsoft Office Suite skills (Excel, PowerPoint, etc)

Additional Information

LIMITLESS OPPORTUNITIES

Chromalloy offers challenging assignments, great teams, development and training, and exciting opportunities to enhance your skills, abilities and knowledge. Chromalloy maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks. Please note that depending on the specific position, you may be required to pass additional medical tests, background checks, and/or other requirements. Chromalloy is proud to be an Affirmative Action/Equal Opportunity Employer and participates in E-Verify. It is our policy to provide equal opportunity to all employees and applicants and to prohibit any discrimination because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability or protected veteran status. Sexual harassment, or any other kind of harassment, will not be tolerated. The foundation of these policies is our commitment to treat everyone fairly and equally and to have a bias-free work environment.