Administrative Assistant D Jobs
Clearance Jobs, Palm Bay, FL, United States
Program Administrative Assistant D
L3Harris is dedicated to recruiting and developing high-performing talent who are passionate about what they do. Our employees are unified in a shared dedication to our customers' mission and quest for professional growth. L3Harris provides an inclusive, engaging environment designed to empower employees and promote work-life success. Fundamental to our culture is an unwavering focus on values, dedication to our communities, and commitment to excellence in everything we do. L3Harris is the Trusted Disruptor in defense tech. With customers' mission-critical needs always in mind, our employees deliver end-to-end technology solutions connecting the space, air, land, sea and cyber domains in the interest of national security.
Job Description
L3Harris is seeking an Administrative Assistant to provide dedicated support to the Business Development Director within the Surveillance Systems Division, with additional support to the Finance Director. The individual must exhibit the highest levels of personal integrity, professionalism, and work ethic, while delivering exceptional customer service to both internal and external customers including clients, partners, and C-level executives. Key responsibilities include complex calendar management across multiple time zones, comprehensive travel coordination for business trips (domestic and international), expense management and financial documentation, conference room scheduling, and executive-level report and presentation review. The role also involves serving as primary point of contact for stakeholder communications, screening and prioritizing correspondence, preparing meeting materials and briefing documents, and supporting month-end/quarter-end financial reporting cycles. Additionally, the Administrative Assistant will provide real-time responsiveness for travel disruptions, schedule changes, and time-sensitive business development opportunities requiring immediate coordination. A successful candidate will demonstrate adaptability to changing environments and multiple competing demands in a fast-paced business setting, with proven ability to manage priorities between senior leaders. The position requires strong organizational skills, meticulous attention to detail, discretion with confidential business and financial information, and the ability to work independently with minimal supervision while anticipating needs proactively. Strong interpersonal skills and the ability to interact professionally with all levels of management, external clients, and board members are essential, as is flexibility to occasionally work outside standard business hours to accommodate travel emergencies or critical deadlines. Essential Functions:
Provide dedicated administrative support to the Division Business Development and Finance Directors, serving as primary point of contact for internal and external stakeholders
Manage complex calendar coordination across multiple time zones for weekly meetings, proactively resolving scheduling conflicts and optimizing time allocation
Coordinate comprehensive travel logistics for 40+ annual business trips including flight bookings, accommodations, ground transportation, visa requirements, detailed itineraries, and real-time problem resolution for travel disruptions
Process and reconcile travel expenses, corporate card transactions, and departmental purchases; track budget expenditures and assist with invoice management
Screen, prioritize, and manage executive communications including emails, phone calls, and correspondence; draft professional responses and ensure timely follow-up on action items
Support month-end and quarter-end financial close activities including data compilation, report preparation, and coordination with cross-functional finance stakeholders
Coordinate division-level meetings, events, and conferences including logistics, technology setup, catering, and attendee management; reserve conference rooms and manage facility needs
Interface professionally with executives, government clients, board members, partners, and external stakeholders, building and maintaining key relationships on behalf of division leadership
Maintain confidential business development and financial information with highest level of discretion and professionalism
Perform other tasks and assignments as needed to support division objectives and respond to changing business priorities
Qualifications:
Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience
Experience with Microsoft office suite of tools, including PowerPoint, Word, Excel, Outlook, and SharePoint
Active Top Secret/SCI Security Clearance
Preferred Additional Skills:
Advanced proficiency with Microsoft office suite of tools including PowerPoint, Word, Excel, Outlook, and SharePoint
Ability to adapt to a fast-paced, dynamic environment with the ability to prioritize and multi-task
Excellent communication, time-management, problem solving, interpersonal, and team collaboration skills
Well organized, resourceful, multi-tasker, high attention to detail, ability to anticipate assistance needs and take initiative
Flexibility in the face of changing priorities and the ability to interact positively with executives, managers, customers, and other administrators
Effectively handle multiple simultaneous projects
Demonstrate a strong attention to detail and a high degree of accuracy
Maintain confidentiality
L3Harris is dedicated to recruiting and developing high-performing talent who are passionate about what they do. Our employees are unified in a shared dedication to our customers' mission and quest for professional growth. L3Harris provides an inclusive, engaging environment designed to empower employees and promote work-life success. Fundamental to our culture is an unwavering focus on values, dedication to our communities, and commitment to excellence in everything we do. L3Harris is the Trusted Disruptor in defense tech. With customers' mission-critical needs always in mind, our employees deliver end-to-end technology solutions connecting the space, air, land, sea and cyber domains in the interest of national security.
Job Description
L3Harris is seeking an Administrative Assistant to provide dedicated support to the Business Development Director within the Surveillance Systems Division, with additional support to the Finance Director. The individual must exhibit the highest levels of personal integrity, professionalism, and work ethic, while delivering exceptional customer service to both internal and external customers including clients, partners, and C-level executives. Key responsibilities include complex calendar management across multiple time zones, comprehensive travel coordination for business trips (domestic and international), expense management and financial documentation, conference room scheduling, and executive-level report and presentation review. The role also involves serving as primary point of contact for stakeholder communications, screening and prioritizing correspondence, preparing meeting materials and briefing documents, and supporting month-end/quarter-end financial reporting cycles. Additionally, the Administrative Assistant will provide real-time responsiveness for travel disruptions, schedule changes, and time-sensitive business development opportunities requiring immediate coordination. A successful candidate will demonstrate adaptability to changing environments and multiple competing demands in a fast-paced business setting, with proven ability to manage priorities between senior leaders. The position requires strong organizational skills, meticulous attention to detail, discretion with confidential business and financial information, and the ability to work independently with minimal supervision while anticipating needs proactively. Strong interpersonal skills and the ability to interact professionally with all levels of management, external clients, and board members are essential, as is flexibility to occasionally work outside standard business hours to accommodate travel emergencies or critical deadlines. Essential Functions:
Provide dedicated administrative support to the Division Business Development and Finance Directors, serving as primary point of contact for internal and external stakeholders
Manage complex calendar coordination across multiple time zones for weekly meetings, proactively resolving scheduling conflicts and optimizing time allocation
Coordinate comprehensive travel logistics for 40+ annual business trips including flight bookings, accommodations, ground transportation, visa requirements, detailed itineraries, and real-time problem resolution for travel disruptions
Process and reconcile travel expenses, corporate card transactions, and departmental purchases; track budget expenditures and assist with invoice management
Screen, prioritize, and manage executive communications including emails, phone calls, and correspondence; draft professional responses and ensure timely follow-up on action items
Support month-end and quarter-end financial close activities including data compilation, report preparation, and coordination with cross-functional finance stakeholders
Coordinate division-level meetings, events, and conferences including logistics, technology setup, catering, and attendee management; reserve conference rooms and manage facility needs
Interface professionally with executives, government clients, board members, partners, and external stakeholders, building and maintaining key relationships on behalf of division leadership
Maintain confidential business development and financial information with highest level of discretion and professionalism
Perform other tasks and assignments as needed to support division objectives and respond to changing business priorities
Qualifications:
Requires a High School Diploma or equivalent and a minimum of 8 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 4 years of prior related experience
Experience with Microsoft office suite of tools, including PowerPoint, Word, Excel, Outlook, and SharePoint
Active Top Secret/SCI Security Clearance
Preferred Additional Skills:
Advanced proficiency with Microsoft office suite of tools including PowerPoint, Word, Excel, Outlook, and SharePoint
Ability to adapt to a fast-paced, dynamic environment with the ability to prioritize and multi-task
Excellent communication, time-management, problem solving, interpersonal, and team collaboration skills
Well organized, resourceful, multi-tasker, high attention to detail, ability to anticipate assistance needs and take initiative
Flexibility in the face of changing priorities and the ability to interact positively with executives, managers, customers, and other administrators
Effectively handle multiple simultaneous projects
Demonstrate a strong attention to detail and a high degree of accuracy
Maintain confidentiality