Job Description
Job Description
FLAG’s mission is to show our contractors & clients the best this industry can offer by upholding our principles of leadership, service, and exceptionalism.
For a Best-in-Class experience, partner with FLAG and allow us to demonstrate how we’re changing the industry, and how we can do the same for you.
We are looking to hire a Secretary II in the city of Pasadena, CA This is a Contract to Hire opportunity to join a growing Aerospace & Defense company!
Location: Pasadena, CA
Worksite: Fully Onsite
Pay Rate: $35.00 – $37.00/hour, depending on experience
Schedule: 9/80 work schedule – (80 hours over nine workdays with every other Friday off)
Summary & Responsibilities:
JPL’s Flight Software & Systems Engineering Section is seeking an experienced Secretary to join our team to provide essential administrative and office operations support to multiple technical groups across the Section. In this role, you will be part of the Business Administration team and report to the Business Manager for the Flight Software & Systems Engineering Section.
As a Group Secretary you will perform administrative/clerical support for various technical groups within the Flight Software & Systems Engineering Section; reporting to the Business Manager and providing back-up support for the Section Office. This role is best suited for a team member that demonstrates great organizational skills, strong customer focus with the ability to work successfully under pressure on multiple tasks, meeting commitments on time, while delivering quality products with minimal supervision; requiring general instructions on routine work, and detailed instructions for new assignments. Must be a motivated and collaborative team player, organized, detail-oriented, takes the initiative to establish and implement process-improvements and have a willingness to learn and take on new or ad-hoc assignments. Must enjoy working in a fast-paced, high volume and dynamic organization.
Tasks may include, but are not limited to the following:
- Preparing foreign and domestic travel arrangements and generating travel reports
- Processing affiliate badge requests for domestic and foreign visitors and escorting, as necessary
- Processing procurement requests via iProcurement orders
- Scheduling meetings via Outlook, maintaining conference room schedules, arranging conference call
- Assisting with preparation of presentations, graphics, and website inputs, including proofreading and editing
- Assisting with new employee on-boarding activities including office moves, new-hire provision arrangements and new hire preparations
- Assisting with Early Career/Experienced/Contractor hire recruiting including but not limited to: preparing interview schedules, escorting, etc
- Helping with the planning and coordinating of Section seminars, workshops and social events
- Maintaining and updating Section resources, including Wiki pages, SharePoint, and Alfresco
- Assisting in the planning and coordination of Section seminars, workshops and events
- Helping ensure compliance with relevant policies, procedures, and safety requirements
Required Skills:
This position typically requires a High School diploma with a minimum of 6 years of related experience; Associates degree with a minimum of 1 year of related experience; related required training:
- Experience in the secretarial profession with strong organizational, computer and interpersonal skills.
- Motivated self-starter who takes the initiative to perform activities and resolve unusual or nonstandard problems.
- Excellent typing, spelling, grammar, written and verbal communication skills.
- Must be proficient in Microsoft 365: Outlook, Excel, PowerPoint, Word, Teams, SharePoint
- Must have excellent written and verbal communication skills.
- Strong planning, scheduling, and coordinating abilities.
- Ability to evaluate situations and apply good judgement on best available resolution.
- Ability to interact effectively with all levels of personnel and provide excellent support for a variety of customers.
- Must exercise proper discretion when handling assignments of a discreet nature and when dealing with sensitive material.
Desired Skills:
- Willingness to look for, learn, and apply new Information Technology (IT) tools to office procedures and processes.
- Experience with JPL foreign and domestic travel policies and procedures and tools.
- Knowledge of JPL procurement processes such as Purchase Requisition, P-Card and iProcurement.
- Familiarity with the JPL-ID process and on-boarding of employees, volunteers, affiliates, and foreign nationals.
- Experience with JPL tools such as Alfresco, JPL-ID, UCS, Travel, UFO and Timekeeping.
- Extensive understanding of JPL/ESD policies, procedures, and practices.