Staff Assistant

Staff Assistant to the Director of Docking and Port Operations

Responsible for all administrative functions required to support Departments 502 & 797 Management and their support staff.

The right candidate will be a self-starter, be able to work independently and stay calm and focused under pressure, especially at deadlines. This person will be able to develop and maintain professional relationships at all levels of the company. The staff assistant should be viewed as an "expert" resource for administrative requirements, be able to perform the duties at the highest levels.

The Staff Assistant to the Director of Docking Operations Depts. 502/797 will provide various levels of administrative support including, but not limited to:

Managing the Director's calendar, fielding telephone calls, arranging conference calls, scheduling meetings and independently drafting internal and external correspondence.
• Create travel arrangements and expense reports. And be available during off hours for emergent travel needs.
• Notify and submit forms to EB Visitor Control for visitors and Contractors that will require access to EB facilities (Groton).
• Notify, submit forms and work to ensure visitors have approved access to wi-fi.
• Schedule and coordinate Director and Manager's meetings.
• Run and monitor Commitment Reports weekly and notify management of outstanding tasks.
• Route department documents to appropriate approver for signing.
• Track & status PEWO and Oracle reqs.
• Support Government required audits.
• Manage "Guy Brown" accounts and users.
• Add new hires into Oracle as well as HR data
• Monitor and update the EB Phone and Personal Listing in Lotus Notes for the department personal
• Process Contractor Furnished Material Diversion paperwork necessary for Journal Entry completion
• Schedule rooms and set up equipment/computers in support of Docking Conference presentations.
• Support special projects as requested.
• Some overtime may be required.

Required:

• Associates degree or above
• 5+ years of administrative experience in an office setting

Preferred:

• Experience with TEAMS
• Experience with Lotus Notes
• Proficient with EB Security Manual Section 4.0, Visitors/Visits
• Bachelor's degree

• Excellent verbal and written communication skills with all levels of the workforce, including management, customers and facility sites
• Extremely organized and meticulous attention to detail
• Self-motivated, resourceful, and able to work independently
• Customer service-oriented
• Work well under pressure and multi task effectively
• Strong interpersonal skills
• Demonstrates integrity and trust
• Team player that works effectively with others
• Agile and responsive to urgent and ad hoc requests
• Must handle confidential and sensitive information with discretion and professionalism
• Must be able to keep deadline requirements
• Proficient in Microsoft Office- specifically Excel, Word and Power-Point
• Experience with Oracle - specifically EB AP Inquiry, EB GL Inquiry and EB HR People Maintenance
• Experience with running and monitoring commitment reports
• Experience with Disbursement Voucher processing, and an understanding of allowable expense criteria
• Experience with Concur, specifically creating travel arrangements and expense reports
• Experience with Contractor Furnished Material Diversions