Cobham is seeking an Administrative Assistant for our San Diego location.
The Administrative Assistant performs a variety of administrative and staff support duties, for multi-levels, such as Directors, Managers or department; works under limited supervision and uses a fair amount of discretion and decision-making in making administrative judgments based on existing operating guidelines to resolve day to day operating issues. Duties frequently require a range of skills and knowledge of organizational policies and procedures, specialized recordkeeping and database management. Duties may include composing, editing, word processing and proofreading a variety of reports, documents and correspondence; relaying and resolving inquiries following prescribed company policy and procedures; maintaining and scheduling various calendars including multiple conference rooms; assisting visitors, resolving administrative problems and inquiries; providing a range of administrative services requiring experience with a range of computer applications (Outlook, Word, Excel, PowerPoint, SAP or other specialized systems).
ESSENTIAL FUNCTIONS and DUTIES:
Performs a wide variety of word processing and data entry assignments which are sometimes confidential in nature; requires operating a personal computer utilizing MS Office, SAP or other systems to enter and maintain data; prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports
Provides support activities across multiple departments, such as answering telephones, assisting and resolving problems and inquiries of internal and external customers. Provides back-up support for the Company front desk; must use resources outside of own department
Drafts, edits, revises, and prints letters, tables, reports, and other materials, prepares photocopies and facsimiles, and operates a variety of office equipment; utilizes various software packages and office equipment necessary for completion of clerical tasks
Keeps abreast of and complies with RDS processes and procedures such as style guidelines for correspondence or presentations, travel policy and procedures, office and MRO supply ordering, Outlook scheduling requirements, and front desk protocols
Creates and maintains department and inter-department reports which may require compiling information in various formats (spreadsheet, data base). Performs routine analyses and calculations in the processing of data for recurring and ad hoc internal reports
Establishes, maintains and processes files, databases, records, certificates, and/or other documents
Maintains calendar for self, manager(s) and department(s) as needed; schedules appointments and makes meeting arrangements. Uses Outlook for calendaring and scheduling and maintains company conference room calendars; may assist Human Resources with scheduling candidate interviews for managers
Schedules and coordinates meetings and events including performing the necessary meeting room set up, beverage and meal arrangements and preparation of meeting materials such as agendas, reports and minutes
Provides administrative support for the department(s) such as answering telephones, assisting visitors, and resolving and/or referring operational problems and inquiries; provides back-up support for the Company front desk
Makes travel and lodging arrangements in accordance with company policy and procedures; may assist manager(s) in completing expense report
Orders, distributes and maintains office and meeting room supplies in accordance with company procedures
Sorts screen, review, and distribute incoming and outgoing mail
Composes, prepares, and/or ensures timely responses to a variety of internal inquiries
Provide training or instruction to lower level staff as needed
Maintain and control inventories for office supplies and beverage requirements for conference room needs as well as employee break room use
Improve and maintain 5S in your area; make suggestions for improvements
Participate in Lean/Six Sigma activities in own work area as well as events for other areas to enhance cross-functional problem-solving
Collaborate in team meetings and activities, including SET team support as appropriate
Perform other job-related duties as assigned
Employees are committed to ensuring a safe and healthy work environment.
Employees are responsible for cooperating with all aspects of the safety program.
All employees are expected to demonstrate proper safety behaviors, including reporting any unsafe conditions or safety violations to a supervisor or manager.
Employees are dedicated to obtaining and maintaining the Cobham goal of zero accidents and injuries
Assist department management and staff in routine problem solving, project management, and development and execution of stated goals and objectives
Attends and actively participates in the monthly administrative assistant meetings
Coordinates the department(s) Quarterly Communications Meeting (QCM) including preparing and/or creating presentations, distributing service award certificates and pins, and assisting with meal and beverage setup
Requires knowledge of the company’s policies, practices and general operating procedures
MINIMUM JOB QUALIFICATIONS:
Three (3) years of related administrative experience as an administrative clerk or related area; knowledge of standard administrative and clerical procedures including managing files, records, designing forms, and office terminology; High school or GED, required; Technical school or AA degree, preferred
Office equipment: knowledge of general office equipment including some troubleshooting skills
Proofreading skills: ability to verify and compare data; knowledge of grammar, including spelling, use of words and syntax
Communication skills: excellent verbal, written and interpersonal skills; ability to field questions to the appropriate personnel; ability to speak effectively before groups of employees; ability to read and interpret documents such as security or safety rules, and procedure manuals; ability to communicate with quality, integrity and respect in a way that inspires others and encourages innovation and possibilities
Math skills: ability to add, subtract, multiply and divide using whole numbers, common fractions and decimals; ability to compute rate, ratio and percent and to draw and interpret graphs
Computer skills: working knowledge of networked environments using a Windows or Windows-like interface using Microsoft office suite; intermediate to advanced knowledge of MS Office applications, including Excel, MS Word, PowerPoint and Outlook; expected to be very proficient in at least one of these. Database or MIS (specifically SAP) experience preferred
Time management & organizational skills: flexibility and adaptability to changing priorities and assignments; ability to maintain confidentiality ability to multi-task
Excellence Behaviors: remain engaged, proactive and positive even in tough circumstances; own assignments and be fully accountable for their success; align actions, behaviors and conversations to what matters most; bring out the best in others and recognize the value in every person’s contributions
SECURITY: May be required to obtain and maintain security clearance, which requires USA Citizenship.
Cobham's values of Trust, Talent and Technology have driven us from our launch in 1934 by Sir Alan Cobham, an aviation innovator, to becoming a global leader in state-of-the-art aerospace and defense systems. And it’s the insights of our innovators today that will secure our collective future. Innovators like you.
Cobham is one of the world's leading companies engaged in the development, delivery and support of leading-edge aerospace and defense systems in the air, on land and at sea. Our clients and partners trust Cobham to deliver the mission-critical technology they need, and we trust our employees to draw on their ingenuity and passion to deliver those solutions. This leads to an empowering culture for our people. Our Leadership team is open, sharing plans for the next five years, driving retention by offering demanding, exciting work, and providing full guidance and mentoring.
Cobham is an Equal Opportunity/Affirmative Action Employer and embraces diversity in our employee population. It is the policy of Cobham to provide equal opportunity to all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or genetic information. Cobham will refrain from discharging, or otherwise discriminating against, employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants.