Administrative Assistance

Responsibilities:

• • Proactively manage high volume calendars. Prioritize and schedule recurring meetings, handle quick turn ad-hoc requests, monitor and act upon upcoming needs, and resolve frequent schedule conflicts. Schedule meetings as requested for other assigned staff.
  • Support weekly, monthly, quarterly and ad-hoc reporting and presentation requirements. Forecast deliverables, collect and summarize data, prepare draft documents, plan and schedule reviews, and facilitate complete and timely submissions.
  • Make domestic and international travel arrangements and process expense reports in a timely manner for assigned staff.
  • Attend OU Operations, and OU Business staff meetings; publish agendas and follow-up on action items.
  • Plan, Schedule and Lead quarterly all hands meeting planning and execution for the OU. Working with the leadership team, draft and finalize presentation material, coordinate IT, facilities, and other resources needed to ensure successful events for 500+ local employees. Coordinate OU remote office all hands sessions.
  • Interface and coordinate with BU Executive Admin on calendar planning and business unit deliverable submissions.
  • Review, edit and distribute internal announcements.
  • Support customer meetings and internal VIP meeting preparation including meeting materials, event planning, facility tour readiness, and overall event coordination.
  • Arrange and execute support for a variety of internal on-site and off-site meetings, including conference room reservations and catering. Manage the OU New Hire Welcome meeting/lunch program.
  • Respond to a wide variety of OU employee requests; provide direct support and/or resource referrals as appropriate.
  • Manage and/or support special projects as assigned.
  • Provide back-up support for other administrative staff as needed.

Basic Qualifications for Administrative Assistant 3:

• • H.S. diploma or equivalent and a minimum of 5+ years’ experience as a Sr. Level Administrative Assistant or Executive Assistant, supporting Managers and Directors. 
  • Strong interpersonal, communication and organizational skills. Ability to manage multiple concurrent and conflicting assignments.
  • Intermediate to High-level MS Office skills.

Preferred Qualifications for Administrative Assistant 3:

• • Strong ability to multi-task with competing priorities in a positive manner
  • Ability to support team scattered around multiple time zones
  • Strong proofreading and document preparation skills

PDS Defense offers talent acquisition and SOW/Engineering solutions in the aerospace, defense, machinery, communications, energy, technology and service industries.

We’re focused on developing strong, lasting relationships with our customers to deliver creative and comprehensive solutions that support their talent acquisition strategies. Our flexible business model allows us to provide not only solutions for contract and direct opportunities, but also offload engineering design services, SOW projects, and more.