Who We Are:
Ball Aerospace pioneers discoveries that enable our customers to perform beyond expectation and protect what matters most. We create innovative space solutions, enable more accurate weather forecasts, drive insightful observations of our planet, deliver actionable data and intelligence, and ensure those who defend our freedom go forward bravely and return home safely. For more information, visit http://www.ball.com/aerospace, Facebook or Twitter.
Administrative Associate III
Ball Aerospace’s Strategic Operations organization is based in the Washington DC area and works collaboratively across Ball Aerospace and our stakeholder community to increase our profile in the market. The StratOps organization consists of Washington DC Operations, Marketing & Communications, and Strategic Development. The purpose of StratOps is to strategically position the company within our markets, work with customers and competition to influence and drive the growth of the company, and facilitate collaboration across the company to increase business opportunities. This position is based in Chantilly, VA, with frequent on-site support in the Arlington, VA, office.
What you’ll do:
This position will report to the Manager, Office Administration, who coordinates administrative activities of Ball’s Washington DC area locations. On-site direction in Chantilly, VA will be coordinated with and provided by the Director, Defense and Intelligence Programs.
Provides direct administrative on-site support to multiple personnel in or assigned to the Chantilly, VA office as well as personnel in the Arlington, VA office. The candidate must be able to work 2-3 days in the Chantilly, VA office and the other 2-3 days in the Arlington, VA office (or a full week in either location) depending on the needs/requirements for a particular week.
Will work closely and collaboratively with the Manager, Office Administration, in the Arlington, VA office, and other Arlington support staff to ensure seamless support to office needs and support to personnel both in Arlington and Chantilly.
Ensure a collaborative and integrated approach to engaging internal and external stakeholders.
Effectively work with people at all levels, from support staff to senior executives, and willing to contribute wherever needed, providing support to operational activities, day-to-day needs and special events.
Anticipate staff and office needs, and proactively address.
Welcome visitors by greeting, welcoming, and directing them appropriately in person or on the telephone; answering or referring inquiries.
Maintain security by working with the onsite security guard to follow Ball procedures as it relates to monitoring the visitors’ log and issuing badges.
Provide administrative support by preparing a wide variety of administrative tasks, such as preparing reports, compiling data for analysis, coordinating activities, investigating and resolving problems.
Coordinate various schedules; arrange meetings with internal and external customers; prepare written documents, communications and materials for upcoming meetings and presentations.
Prepare travel arrangements and reservations; coordinate timely reimbursements for business related expenses.
Provide conference and meeting room support by maintaining the designated Chantilly conference room calendar in Outlook; prepare designated conference room and equipment requested before the scheduled meeting; arrange for catering as requested and set-up for the next meeting.
File and retrieve records, folders, or other materials. Assist in the organization of materials and backup.
Maintain kitchen and office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintain equipment and inventories.
Assist with events (breakfasts, lunches, meetings, etc.) in various functional areas as assigned.
Demonstrate strength in: problem solving, priority setting, time management, written and verbal communications, approachability, professionalism and customer service.
Work closely with the Manager, Office Administration, Strategic Operations, making sure that appropriate Ball protocol is being followed in daily activities.
Must have working knowledge of how to work in classified environments and facilities, to include secure communications, access guidelines, and meeting preparation and support. Must work with onsite PSO, ISSO, and IT to coordinate classified meeting requirements.
Maintain a regular and predictable work schedule.
Establish and maintain effective working relationships within the department, the Strategic Business Units, Strategic Support Units and the Company. Interact appropriately with others in order to maintain a positive and productive work environment.
Perform other duties as necessary.
What you’ll need:
High School diploma or equivalent plus 4 or more years of related experience is required.
Each higher-level related degree, i.e., Associate’s, Bachelor’s or Master’s, may substitute for two years of related experience. Degree must be from a university, college, or school which is accredited by an agency recognized by the US Secretary of Education, US Department of Education.Experience in Aerospace industry preferred.
Active TS/SCI security clearance required.
Experience with a diverse set of stakeholders, both internally and externally, including high level industry directors and government officials preferred.
Experience with complex scheduling preferred.
Technical skills with Microsoft suite (including Outlook) preferred.
Comfortable working in a small office, with a dynamic environment, that is part of a geographically distributed team.
Office is a professional environment, requiring professional attire.
Critical Administration Support Skill Requirements:
Competence - Mastery of spelling and grammar skills, computer literacy including a solid working knowledge of MS Word, Outlook, Excel and database management.
Excellent Communicator – Excellent communications skills, ability to think on their feet, great listening skills, know how to diffuse difficult situations and make customers or clients feel valued.
Organized and Detail Oriented - Essential to be able to focus and prioritize workflow, handle correspondence, record keeping, bill paying, travel scheduling and processing as well as knowing and following company procedures and policies.
Time Management - Able to complete tasks efficiently, don’t get pulled into too many random tasks at once. Able to prioritize urgent matters and resolve an issue successfully.
Industry Savvy – If not familiar with the industry, take the initiative to understand company, learn products and customer base.
Master the Tools of the Trade – Ability to master computers to photocopiers to video conferencing systems. Must have knowledge of software for word processing, desktop publishing database management and spreadsheets. Ability to adapt to new technology as well as troubleshooting equipment as well.
Professional Attitude and Appearance – It is expected candidate dress appropriately as a representative of a professional office environment.
Deals in Confidentiality – May have to handle sensitive documents or knowledge at times and your job is to protect that confidentiality.
Possesses Good Judgment - Ability to make sound decisions without supervision, anticipate or recognize problems and be able to refer them quickly to right person or department for resolution.
A Team Player – In addition to having the ability to work with considerable independence, the candidate must be able to work as a team player in a small office environment.
Work is performed in a professional office environment as well as a classified environment.
Travel and local commute between Ball locations and other possible non-Ball locations will be required.
Successful candidate will have completed a government national security clearance investigation and must meet eligibility requirements for access to classified information. *U.S. Citizenship is Required. By applying to this position you are agreeing to complete a National Security Clearance Pre-Screen Questionnaire, if one is required, to evaluate your general ability to obtain the required security clearance or government customer access associated with this position.
Relocation for this position is NOT Available
US CITIZENSHIP REQUIRED
Ball Aerospace is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.