Executive Assistant

Taxable Entity

ALUTIIQ INTEGRATION & REPAIR LLC

Job Title

Executive Assistant

Location

CA Mountain View - Mountain View, CA 94043 US (Primary)

Category

Administrative Support

Job Type

Full-time

Typical Pay/Range

$35.00 to $50.00 Hourly

Education

High School Diploma or GED

Travel

None

Security Clearance Required:
None

POSITION OVERVIEW AND PRIMARY DUTIES AND RESPONSIBILITIES (ESSENTIAL FUNCTIONS):

Alutiiq Integration & Repair, LLC a subsidiary of Alutiiq, LLC has opportunities for Executive Assistant. This position will provide executive level administrative supportto organizations within Ames Research Center by providing administrative functions with a high level of professionalism. This may include interpreting administrative policies; independently performing administrative functions that service several divisional requirements. Apply new policies, provide advice on requirements, maintains administrative systems, and prepare administrative paperwork. In fulfilling these responsibilities, employees perform a wide variety of technical and administrative tasks and assignments. Ensure that the clerical and administrative tasks are accomplished effectively in accordance with established procedures. Job duties may include the following:

• Coordinate logistics and provide support for meetings, technical briefings, conferences, tours, and special events. Tasks include arranging and managing scheduling, conference rooms, other or outside facilities, audio/visual equipment and required documentation/forms. Coordinate with other ARC and NASA organizations to ensure events meet customer expectations.
• Provide scheduling assistance for meetings, events and speaking engagements. Maintain calendars as directed.
• Coordinate scheduling and badging for visitors, provide escorting and transportation for visitors as needed.
• Prepare miscellaneous forms, reports, briefings, and other documentation, including materials for various meetings. Create agendas, flyers and attend meetings, take notes, and write and distribute minutes.
• Prepare shipping documents/labels; inventories orders, receive and distribute mail.
• Prepare draft and final letters, memos, and messages (including e-mail).
• Receive, read, reproduce, distribute, and file letters, memos, messages, briefings, and other documentation (including paper and electronic documents).
• Prepare, review and assist in travel arrangements (including requisitions, vouchers and coordination with the ARC travel office) for domestic, international and invitational travel for NASA management and staff. Serve as an information source for NASA personnel on administrative processes in matters relating to complex international and invitational travel.
• Research and respond to requests for information, including phone, email and in-person requests.
• Serve as a records coordinator or records liaison officer, maintaining record keeping and filing systems as directed in the applicable NPD/NPR.
• Maintain websites and SharePoint pages. Tasks include updating information and recommending changes to ensure sites/pages are kept current.
• Prepare and maintain office logs and lists (distribution lists, documentation logs and contact lists). Track and respond to office action items from various sources.
• Develop and maintain general office files, functional procedures, and specialized files and archives (including mission and program files, photo files, publications archives).
• Answer phones, and record and distribute messages.
• Serve as receptionist, greeting, assisting, and referring walk-in customers or guests to appropriate staff members.
• Maintain, track and coordinate orders for office supplies and materials following organizational processes.
• Assist with the creation, input and maintenance of office systems and logs. Track actions, including status updates to completion. Follow-up as need to ensure data is accurate and correct.
• Coordinate obtaining, tracking and transfer of all IT equipment, accessories, and computer seats. Assist with onboarding and offboarding as needed.
• Support and assist with the production, maintenance, reports, scheduling, and analysis of data as directed.

Payrate:$35.00 to $50.00 Hourly

REQUIRED QUALIFICATIONS AND EXPERIENCE:

• Pursuant to the Government Contract, you must be a U.S. Citizen.
• High school diploma required, associate's degree preferred, together with three years (3) of relevant administrative experience.
• Skill in advising and instructing subordinate or related external organizational entities concerning the required reporting and general clerical and administrative procedures of the Office, is required.
• Skill in using a variety of office automation software programs such as email, word processing, spreadsheet, and slide presentation (MS Office Suite).
• Knowledge of grammar, spelling, punctuation, and required formats, is required.
• Familiar with engineering and scientific terminology and capable of typing technical data.

Desired Qualifications:

• Bachelor's degree
• Knowledge of the substantive programs and policies of the organization is preferred.

Afognak Native Corporation, Afognak Commercial Group, LLC, and their subsidiaries are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender expression or gender identity (including transgender status), sexual orientation, marital status, military and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information or any other characteristic protected by applicable federal, state or local laws ("protected status").

The pay range information provided is a general guideline. The pay rate offered will be determined based on the candidate's experience and qualifications, as well as geographic locations, market data, and other business considerations, as permitted by law.

Our full range of benefits include medical, dental, vision, disability protection, life insurance, prescription coverage, voluntary benefits, paid leave, and 401(k) retirement. Positions covered by the McNamara O'Hara Service Contract Act (SCA), Davis-Bacon Act (DBA), or a Collective Bargaining Agreement (CBA), or Fair Labor Standards Act (FLSA) will comply with the statute or CBA requirements as well as other client-customer contract requirements (all benefits are subject to eligibility requirements). For more information, please visit our Company's Career page.