Executive Assistant

We are a world-class team of professionals who deliver next generation technology and products in robotic and autonomous platforms, ground, soldier, and maritime systems in 50+ locations world-wide. Much of our work contributes to innovative research in the fields of sensor science, signal processing, data fusion, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

QinetiQ US's dedicated experts in defense, aerospace, security, and related fields all work together to explore new ways of protecting the American Warfighter, Security Forces, and Allies. Being a part of QinetiQ US means being central to the safety and security of the world around us. Partnering with our customers, we help save lives; reduce risks to society; and maintain the global infrastructure on which we all depend.

Why Join QinetiQ US?

If you have the courage to take on a wide variety of complex challenges, then you will experience a unique working environment where innovative teams blend different perspectives, disciplines, and technologies to discover new ways of solving complex problems. In our diverse and inclusive environment, you can be authentic, feel valued, be respected, and realize your full potential. QinetiQ US will support you with workplace flexibility, a commitment to the health and well-being of you and your family and provide opportunities to work with a purpose. We are committed to supporting your success in both your professional and personal lives.

QinetiQ US is seeking a Executive Assistant to join our team supporting our Corporate Headquarters. This position will provide administrative and project support to senior management team.

In this role, you must be capable of anticipating needs and be self-motivated to advance organizational efficiency by streamlining processes and procedures, prioritizing tasks to be completed in a more productive or logical order and learning new things or material about the work to do the job more effectively in the work environment.

Able to work independently with little supervision or guidance, should be a go-getter and not wait to be asked to do things.
• Able to work in a team environment to include cross training and learning.
• Handle all incoming calls to QinetiQ (when monitoring the front desk). Answer the phones within 3-4 rings (when monitoring the front desk) and route calls Screen executive calls and minimize number of sales or bothersome calls to Senior Management. You are the gatekeeper to the QinetiQ US ELT and other executives; you are the boss of who gets through.
• Manage and secure location's conference rooms by managing the conference room availability and meeting support, including ordering, and receiving catering orders, room set up, etc. working with IT and Audio/Visual on meeting requirement.
• Front-line for security into the facility
• Gather appropriate meeting materials along with daily and weekly read-ahead documents to prepare senior leadership for meetings and briefings.
• Manage calendars and requirements for meetings.
• Coordinate all aspects of travel logistics, including air and ground transportation, hotels, itineraries, etc.
• Assist with meeting coordination and logistics
• Post service bulletins, calendar items, director's newsletters, and other documents as needed within SharePoint.
• Review and edit documents for grammar and content.
• Demonstrate forward-thinking/looking qualities - operate in a manage vs monitor mode
• Demonstrate excellent oral and written communication skills and ability to assist in drafting talking points.
• Assist to plan and execute logistics for executive-level meetings to include location, agenda, attendance, and materials.
• Provide program support by assisting with financial reports, presentations, graphs, tables, and charts. Ensure that data entered within task tools (Excel/SharePoint) is accurate and on-time.
• Provide additional program support as required during peak performance.

• Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.) along with video conferencing and Teams.
• A high degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity.
• Discretion is required in handling highly sensitive and confidential information in a respectful and confidential manner.
• Excellent written and verbal communications skills with knowledge and ability to utilize appropriate grammatical skills at a professional level.
• Ability to prioritize daily, weekly, and monthly projects and meet deadlines.
• Ability to effectively work independently with a willingness to accept direction as needed.
• Ability to identify problems and to use sound judgment; requires the ability to anticipate needs and be proactive in all areas of the position.

• Prior DoD work experience is desired.

Accessibility/Accommodation:

If because of a medical condition or disability you need a reasonable accommodation for any part of the employment process, please send an e-mail to staffing@us.QinetiQ.com or call (540) 658-2720 Opt. 4 and let us know the nature of your request and contact information.

QinetiQ US is an Equal Opportunity/Affirmative Action employer. All Qualified Applicants will receive equal consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.