Executive Assistant

S3 Huntsville , AL 35801

Posted 2 months ago

S3, Inc. is a woman owned small business founded in 1991, headquartered in Huntsville, AL, that provides technical, programmatic, and logistics services to US Department of Defense, other US Government Agencies, and Partner Nation militaries, co-located with Government requirements. S3 has a wholly owned subsidiary, KBFS, that provides aviation pilot training, heavy lift, aircraft maintenance, and related aircraft services to Government and commercial requirements IAW multiple FAA certifications. The company operates under an ISO 9001/AS9100 certified quality management system. The S3 staff is 70% veterans.

S3 Inc. is seeking an Executive Assistant who will provide administrative support to the executive team, at our corporate headquarters in Cummings Research Park, Huntsville, AL. This is a full-time exempt position.

This would be ideal for a retiree who wants to return to the work force and who has been a skilled administrator in a defense contract environment, or, for a retired military veteran who wants to work with a veteran workforce.

Position Description: The Executive Assistant provides administrative support to designated Corporate Executives. Tasking is administrative in nature and involves work of a confidential nature, necessitating exposure to sensitive corporate information requiring considerable discretion, judgment, tact and diplomacy.

Tasks include:

  • Manage calendars, phone/e-mail, travel and contacts (both internal and external) using Microsoft Outlook.

  • Review incoming correspondence, separating items by priority, for information only, posting, action, and priority.

  • Schedule and manage meetings, coordinate video teleconferences and conference calls, and organize meals if required.

  • When designated, coordinate logistical details for meetings and events. For meetings, this includes scheduling rooms, distributing meeting announcements, tracking attendance, coordinating food services; coordinating presentation materials, taking minutes as appropriate, and distributing follow-up materials.

  • Create/format documents, spreadsheets, databases and presentations using Microsoft Suite software (Word, Excel, PowerPoint) as applicable, utilizing SharePoint when identified.

  • Compile, catalogue, and maintain configuration control of corporate level information stored on the secure digital vault (data storage devices). Sort and file records, mail, forms, and other documents according to established corporate filing procedures.

  • Assist with proofreading, formatting and data input on Excel Spreadsheets, PowerPoint and Word documents (using track changes when needed).

  • Assist in coordinating local, domestic, and international travel arrangements; initiate travel authorizations, vouchers, and reimbursements for Leadership in accordance with ISO/AS9100 controlled policies and forms; verify travel reimbursements for completeness and compliance to ensure timely filing.

Experience/Skills Required: Operational skills at a level 4 out of 5 in Microsoft Suite software (Word, Excel, PowerPoint); 1 year in SharePoint; 2 year's operating WEBX and audio/visual presentation equipment; excellent communication skills (verbal and written); ability to interface effectively with all levels of corporate leadership; attention to detail and ability to self-correct; and, ability to multitask and operate in a changing environment of a small business driven by customer requirements.

Education Required: Bachelor's Degree with 10 years' related experience operating in a senior administrative role in a defense contractor, OEM, or Government workplace or military experience.

Security Clearance Required: Secret Clearance or the ability to obtain one.

Certifications/Licenses: None.

Other: N/A

Systems Studies and Simulation, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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Executive Assistant