Administrative Assistant

Job opening ID

1630

Posting title

Administrative Assistant

Roles and responsibilities

Must be US Citizen
10 month contract position
W2 with full benefits
Must be able to pass background check and drug screen

Job Description:
Will be a member of the Solar System Exploration Directorate Business Administration Office and report organizationally to the Manager of the Business Administration Office. Will work directly with Mars Helicopter Project Manager. Will work under limited supervision requiring no instructions on routine work, and general instructions on new assignments
Will be responsible for: 
• Setting a positive and professional tone with all who conduct business with the Project Office 
• Arrange complex programmatic and non-programmatic travel for both domestic and foreign destinations 
• Manage complex calendars and schedule appointments and meetings 
• Coordinate logistics for reviews, meetings, workshops and/or conferences ensuring compliance with all requirements 
• Support meeting activities including overseeing conference room logistics and ensuring equipment is operational 
• Assist in the development and preparation of review materials 
• Communicate directly with management to arrange agenda for briefings, workshops and technical reviews when applicable 
• Maintain project office paper and electronics files utilizing DocuShare as appropriate 
• Create letters, memos, presentations, spreadsheets and reports 
• Process visitor requests and escort visitors 
• Answer and route calls, receive, refer, and answer mail, distribute information

Required Skills:
• Typically requires a High School diploma with a minimum of 8 years of related experience; Associates degree with a minimum of 4 years of related experience; or Bachelors degree with a minimum of 1 year of related experience; related required training. 
• Advanced understanding of both general and detailed aspects of job and work techniques in: secretarial and administrative office operations, as well as practical applications to problems and situations ordinarily encountered. 
• Advanced understanding of office procedures, the standard Microsoft office suite of applications and applies knowledge and skills in this area. 
• Demonstrated ability to successfully handle discreet information, work under pressure with minimal supervision, balance multiple tasks and complete complex assignments to meet commitments with high quality products 
• Detail-oriented with strong organizational skills 
• Self-motivated individual who takes the initiative to solve problems reliably and independently 
• Excellent typing, spelling, grammar, verbal and written communication skills 
• Proven success in the administration support profession with the ability to maintain patience and composure in a busy and dynamic work environment • Teaming skills and professionalism with ability to interact with all levels of personnel within and across multiple organizations and provide excellent customer service 

Desired Skills:
• Thorough knowledge of JPL policies, procedures, and practices 
• Previous experience working in a program or project office 
• Experience using JPL-based tools such as Concur, Service Order Modules, JPL-ID and Docushare 
• Self-starter with desire to seek out, learn, and apply new information technology to enhance and improve office operations 
• Experience organizing off-site meetings, conferences and events 
• Strong customer service philosophy 

Number of positions

1

Location

Pasadena

State

California