Administrative assistant

Full job description

Date: Apr 4, 2024

Location: Orlando, FL, Florida, United States

Company: HII's Mission Technologies division

Requisition Number: 18514

Required Travel: 0 - 10%

Employment Type: Full Time/Salaried/Exempt

Security Clearance: Ability to Obtain

Level of Experience: Mid

This opportunity resides with Live, Virtual, Constructive Solutions , a business group within HII’s Mission Technologies division. As a trusted partner to our military customers, we design, develop and operate systems that bring together service members from across the globe to help you train like you fight, because we understand that preparation requires full coordination—not readiness in piece parts.

Meet HII’s Mission Technologies Division
Our team of more than 7,000 professionals worldwide delivers all-domain expertise and advanced technologies in service of mission partners across the globe. Mission Technologies is leading the next evolution of national defense – the data evolution - by accelerating a breadth of national security solutions for government and commercial customers. Our capabilities range from C5ISR, AI and Big Data, cyber operations and synthetic training environments to fleet sustainment, environmental remediation and the largest family of unmanned underwater vehicles in every class. Find the role that’s right for you. Apply today. We look forward to meeting you.

Job Description

Mission Technologies, a division of Huntington Ingalls Industries, is looking for an Administrative Assistant to support our Orlando, FL office. The qualified candidate will have experience working in an administrative capacity.

Essential Job Responsibilities

Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail. Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. Gathers, compiles and reports on information relevant to supervisors assignment. May take and transcribe dictation.
ADMINISTRATIVE
1. Update facility occupancy data
2. Create and submit expense reports
3. Schedule meetings and coordinate travels for senior executives
4. Organize staff offsite events
5. Timecard and Expense Proxy
6. Assist new hire with paperwork and onboarding processes in a timely manner


FACILITY OPERATIONS
1. Maintain safety standards for facility and site inspections
2. Environmental Health & Safety site lead for Orlando offices
3. Ensure that the facility is fully operational with all telecommunications functioning properly
4. Create and update Continuity of Operations Plan
5. Prepare and coordinate logistic shipments


PROCUREMENT
1. Coordinate with procurement and finance for purchase orders
2. Review and approve invoices for payment
3. Compare and monitor purchase orders for prices, terms, and other charges
4. Assist vendors with billing or invoice questions
5. Contact suppliers to request quotes and follow up on delivery
6. Prepare Purchase Requisition and approve invoices for the facility
7. Prepare and monitor annual expenditures

Minimum Qualifications

High School Diploma or equivalent and 2 years additional education and/or related experience.

Preferred Requirements

1. Must have a good working knowledge of Microsoft Office products, including Outlook, Teams, Excel, PowerPoint, SharePoint, and Word.
2. Good organizational skills are a must.
3. Work is on-site.

Why HII
We build the world’s most powerful, survivable naval ships and defense technology solutions that safeguard our seas, sky, land, space and cyber. Our diverse workforce includes skilled tradespeople; artificial intelligence, machine learning (AI/ML) experts; engineers; technologists; scientists; logistics experts; and business administration professionals.

Recognized as one of America’s top large company employers, we are a values and ethics driven organization that puts people’s safety and well-being first. Regardless of your role or where you serve, at HII, you’ll find a supportive and welcoming environment, competitive benefits, and valuable educational and training programs for continual career growth at every stage of your career.

Together we are working to ensure a future where everyone can be free and thrive.
Today’s challenges are bigger than ever, and the nation needs the best of us. It’s why we’re focused on hiring, developing and nurturing our diversity. We believe that diversity among our workforce strengthens the organization, stimulates creativity, promotes the exchange of ideas and enriches the work lives of all our employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, physical or mental disability, age, or veteran status or any other basis protected by federal, state, or local law.

Do You Need Assistance?
If you need a reasonable accommodation for any part of the employment process, please send an e-mail to and let us know the nature of your request and your contact information. Reasonable accommodations are considered on a case-by-case basis. Please note that only those inquiries concerning a request for reasonable accommodation will be responded to from this email address. Additionally, you may also call for assistance. Press #3 for HII Technical Solutions.