Administrative Assistant to VP
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Skills
concurexcelmicrosoft officemicrosoft wordoutlookpowerpointsapsharepointversion control
About the role
RELOCATION ASSISTANCE: No relocation assistance availableCLEARANCE REQUIRED FOR START: NoCLEARANCE TYPE: NoneTRAVEL: Yes, 10% of the Time
Description
At Northrop Grumman, our employees have incredible opportunities to work on revolutionary systems that impact people's lives around the world today, and for generations to come. Our pioneering and inventive spirit has enabled us to be at the forefront of many technological advancements in our nation's history - from the first flight across the Atlantic Ocean, to stealth bombers, to landing on the moon. We look for people who have bold new ideas, courage and a pioneering spirit to join forces to invent the future, and have fun along the way. Our culture thrives on intellectual curiosity, cognitive diversity and bringing your whole self to work — and we have an insatiable drive to do what others think is impossible. Our employees are not only part of history, they're making history.Northrop Grumman Mission Systems is seeking an Administrative Assistant to the VP of the Tactical Fighters Business Unit within the MS Airborne Multifunction Sensors Division located in Baltimore, MD.
We are seeking a proactive professional to serve as the operational hub for a high‑performing Business Unit. This fast‑paced, high‑security role requires someone who can navigate ambiguous “gray‑area” situations with confidence, safeguard sensitive information with absolute discretion, and consistently represent the organization with executive‑level poise. The successful candidate will anticipate the leader’s needs, work well across organizational boundaries, build strong relationships, manage a complex Outlook calendar, coordinate travel, orchestrate meetings and events, maintain secure SharePoint libraries, support Special Access Programs and associated facilities, and act as the primary liaison to senior internal and external stakeholders.
Key Responsibilities
- Serve as the primary point of contact for the VP’s office, representing the Business Unit with professionalism and modeling our leadership behaviors and values.
- Build strong, collaborative and effective working relationships with other Business Unit, Division, Sector and Enterprise stakeholders at all levels.
- Manage and prioritize a complex Outlook calendar, resolve scheduling conflicts in real time, and prepare briefing packets and high‑impact presentations.
- Coordinate domestic and international travel itineraries using Concur, ITRIP, and SAP; ensure all visas, clearances, and security documentation are complete.
- Process expense reports promptly, maintaining 100 % compliance with audit standards.
- Plan and execute meetings and events—from daily staff huddles to multi‑day executive off‑sites and VIP customer visits—including venue selection, AV coordination, catering, badge issuance, on‑site logistics, and post‑meeting action‑item tracking.
- Maintain secure SharePoint libraries and other collaboration sites, enforce version control and retention policies for classified data, and draft, proofread, and edit correspondence, reports, and presentations.
- Liaise with senior leaders, external partners, contractors, and government officials; screen calls, route communications efficiently, and manage visitor protocols.
- Support cross‑functional special projects by conducting research, tracking status, and recommending workflow improvements (e.g., procurement, facilities‑request processes).
- Collaborate with administrative peers across Northrop Grumman to share best practices and ensure seamless support for shared initiatives
Core Competencies
- Proactive mindset – anticipates needs and takes initiative.
- Comfort operating in ambiguous or “gray” areas, making sound judgments with incomplete information.
- High emotional intelligence – tact, diplomacy, and resilience in high‑stakes interactions.
- Strong project‑management skills – ability to juggle multiple competing deadlines while maintaining quality.
- Executive‑level professionalism
Basic Qualifications:
- High School diploma or GED with a minimum 8 years supporting senior executives in a fast‑paced, high‑security environment, or Associate degree and 6 years supporting senior executives in a fast‑paced, high‑security environment, or Bachelor’s degree and a minimum of 4 years supporting senior executives in a fast‑paced, high‑security environment.
- Experience in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) with strong Outlook‑calendar expertise.
- U.S. citizenship
- Active DoD Secret security clearance, with ability to obtain Special Access Program clearances
Preferred Qualifications:
- Experience with SharePoint, SAP, Concur, ITRIP, Facilities‑Request systems, and SmartBuy
- Active DoD Top Secret security clearance and/or existing Special Access Program clearances