Standard Job Description

This position will contribute to the success of an applied research & development team within the LM Space IGNITE, Advanced Capabilities Electro-optics & Security (ACES) directorate. The ACES team conducts applied research & rapid prototyping of systems & subsystems in relevant or operational environments, develops first-of-kind optical systems & supports national defense. As a Senior Administrative Assistant in Louisville, CO, you will support the creation of discriminating and disruptive technologies & performance of first-of-kind demonstrations in support of critical national needs.

The candidate will interface frequently with Administrative Assistants of other executives at LM Space & across the corporation. By nature of the position the duties involve high-level internal & external contacts & exposure to sensitive information, necessitating considerable use of tact, diplomacy, discretion and judgment. Strong computer & Microsoft Excel skills are needed to provide updates to financial budgets for review by senior management. In this role you will communicate with executive, administrative & line management personnel to gather or convey relevant information. Perform all normal administrative/clerical duties of a senior administrative assistant including answering phones, maintaining electronic files, scheduling meetings, maintaining schedules in Microsoft Outlook, setting up teleconferences, organizing domestic and international travel, and expense reporting. Responsible for scheduling of conference rooms and facilities used by multiple groups. Office management duties will include monitoring and ordering supplies, tracking relevant budgets, assigning desk and board space to fellow employees, and coordinating building operations with facilities, security and technical program groups. Protocol duties include supporting visiting executives, organizing catering services, supporting employee morale events, and editing a weekly newsletter. Ensures all correspondence is accurate, complete & properly handled. Communication duties include preparing site-wide messages using multiple forms of media. Must be detail oriented and able to independently handle multiple tasks simultaneously. Determines and sets their own priorities for non-routine situations. May require overtime & flexible work hours.

• Support management (Director and Senior Manager level) with scheduling, traveling, organizing meetings, and note-taking
• Site-wide administration and coordination – serve as the hub of a turning wheel for a ~200 person organization
• Office management - oversee and help coordinate site operations (ordering office supplies, assigning space, point of contact for support organizations)
• Track & manage select budgets.
• Protocol lead for hosting visitors
• Facilitate site-wide communications
• Oversee select special projects as the site undergoes expansion.

Standard Job Description

Performs a variety of secretarial and administrative duties for assigned supervisor/manager or senior staff member. Performs normal office functions such as setting up and maintaining alphabetical, numerical and/or subject files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail. May take and transcribe dictation; uses personal computers and standard desktop software to compose reports, correspondence, and memorandums; reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. May provide guidance and direction, as needed, to lower-level secretaries and other clerical employees. Proficient in AI prompting as it applies to this position and practice. 

Basic Qualifications

• Experience supporting senior management (Director level)
• Strong organizational skills, with the ability to balance multiple priorities
• Business, academic, or financial administrative experience
• Experienced with internet research skills and very strong competency in Word, Excel, and Powerpoint.
• Self-starter with strong initiative and ability to work with minimal oversight.
• Ability to handle a variety of assignments at one time and complete assignments accurately and on time.
• Excellent interpersonal skills with a demonstrated ability to work with all levels of management and staff, as well as outside customers and stakeholders.
• Demonstrated ability to work in a team environment with other administrative assistants and staff, supporting the leadership team of an organization
• Proven track record of successfully partnering with colleagues to achieve common objectives
• Excellent communication (verbal and written), phone and interpersonal skills, with the ability to build strong relationships with employees, leaders, and stakeholders
• Ability to work in a fast-paced environment and adapt to changing priorities and requirements
• US Citizen. Ability to obtain & maintain a Top Secret security clearance.

Desired Skills

• Experience working in a Research and Development organization.
• Associate, Bachelor or Master’s degree in a field such as administration or communications.
• Experience developing power point presentations and overviews, including developing visually appealing graphics.
• Strong writing skills and ability to create content for overviews, program summaries and newsletters
• Strong technical editing skills and ability to review and correct prose written by others
• Notary experience
• Active Top Secret Clearance