Executive Assistant

Aerojet Rocketdyne Canoga Park , CA 91303

Posted 3 months ago

Overview

Aerojet Rocketdyne is an innovative company delivering solutions that create value for its customers in the aerospace and defense markets. The company is a world-recognized aerospace and defense leader that provides propulsion and energetics to the space, missile defense and strategic systems, tactical systems and armaments areas, in support of domestic and international markets. Additional information about Aerojet Rocketdyne can be obtained by visiting our websites at www.Rocket.com.

We are seeking an Administrative Support Professional to support our Assistant General Counsel and Legal team at our Canoga Park, CA facility

This is a combination Executive Admin/Legal Secretary that requires a high degree of skill, accuracy, discretion, leadership, professionalism and diplomacy in the execution of duties to the organization. This position is responsible for maintaining legal department records and files, travel coordination, expense reporting, coordination and maintenance of the organization's metrics, executive and board briefing chart preparation, scheduling of appointments, meetings, preparing correspondence and reports, management of office supplies, management of electronic databases, distributing mail, and coordination of department training requirements.

This current opening may be filled at this level as posted or at one level higher.

Essential Job Functions (Including % of Time for Each)
50% - Provides direct support to the Space legal team in the Canoga Park office, to include a wide variety of administrative and clerical functions. Responsible for the administration of calendars, meeting coordination, appointment scheduling, telephone coverage, travel planning, preparation of correspondence, expense reporting/reimbursement. Prepares sensitive or complex documents and forms; creates detailed graphics presentations, charts and spreadsheets. Plans and organizes work and develops procedures to meet requirements. Developing knowledge of the practices and procedures of the Company is essential.

  • Provides receptionist duties as required when visitors are scheduled.

  • Performs non-routine assignments including responding to inquiries, solving problems and locating and summarizing information.

  • Prepares and maintains sensitive and confidential files and records.

  • Prepares, types and proofreads reports and memos.
    35% - Legal Secretary: Tracking filing deadlines, assists with preparing and filing documents with state and local authorities as required, records subpoena coordination, litigation matter support, assistance as required in Company document collection efforts and discovery. To include:

  • Summarizing, organizing, and indexing testimony, depositions and documentary material from interrogatories.

  • Assists in preparing draft documents such as meeting minutes, notices, proxies, affidavits of mailings, agendas, and other related memorandum.

  • Maintains records of file/document retention schedules.

  • May oversee the document destruction process and ensures that appropriate documents are indexed, archived, and properly stored.

  • Maintain the legal database for the Company.

  • Interaction with outside legal firms to coordinate support services as well as billing
    15% - Board Support; Provides support for Board Meetings, to include management of the travel schedule of Board members, presentation preparation in addition to supporting the Legal staff in preparing and executing Board related activities.

Requirements

Requires a high school diploma (or equivalence) and 3 years of directly related experience or an equivalent combination of education and experience. Bachelor's degree in an appropriate discipline and three (3) years of directly related experience or an equivalent combination of education and experience preferred. Legal Secretary experience preferred. Candidate must demonstrate a proficiency in Microsoft Office products, including Word, PowerPoint, Outlook, and Excel. Must be able to maintain confidentiality of sensitive materials, work in a collaborative environment, and be able to accommodate rapidly changing priorities with a friendly, can-do approach to customer service. Candidate must have strong interpersonal, verbal and written communication skills.

Additional Requirements:

  • Requires a thorough knowledge of modern office equipment, practices and procedures.

  • Excellent oral and written communication skills.

  • Ability to understand and interpret pertinent policies and procedures in a clear and accurate manner.

  • Ability to handle the demands of various personality types while maintaining a professional and positive demeanor.

U.S. Citizenship Only Required. As a federal government contractor our positions require that all applicants be able to satisfy federal government requirements for access to government information. Dual Citizenship does not meet job qualifications.


Work Environment/Physical

Requirements:

Employees in these positions must possess mobility to work in a standard office setting and to use standard office equipment, including a computer; stamina to sit and to maintain attention to detail despite interruptions; may occasionally lift/carry/push/pull up to 15 pounds; may require minimal walking, climbing, stooping, crouching, and/or bending; and vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone. May require the ability to travel by air or auto. May require the use of personal protective equipment such as safety glasses, safety shoes, and shop coat. These positions may be expected to work varying shifts and hours to ensure successful operation of activities in the organization.


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Executive Assistant

Aerojet Rocketdyne