Executive Assistant & Office Administrator

Fincantieri Marine Group currently has an opportunity for an Executive Assistant and Office Administrator at the Washington D.C. location.

Fincantieri Marine Group (FMG) is the United States subsidiary of Italian shipbuilding giant Fincantieri, one of the world's largest shipbuilders, employing more than 19,000 shipbuilding professionals in 20 shipyards on four continents. Fincantieri has a rich history dating back more than 230 years and a track-record of delivering more than 7,000 ships. Fincantieri Marine Group is comprised of three Great Lakes Shipyards: Fincantieri Marinette Marine, builder of Freedom Class Littoral Combat Ships for the United States Navy; Fincantieri Bay Shipbuilding, specialists in construction, repair and conversion of United States Coast Guard (USCG) and commercial vessels; and Fincantieri ACE Marine, a state-of-the-art, climate controlled aluminum construction facility purposefully designed for assembly line manufacturing of aluminum vessels, using innovative modular construction techniques and component manufacturing.

POSITION SUMMARY

This position is responsible for providing administrative support to the executive team for a wide variety of personal and work-related activities, exercising confidentiality and time sensitivity. Duties will also include a variety of clerical activities such as typing, filing, word processing, development and use of databases and spreadsheets. Position requires a greater knowledge of office policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Perform Executive Assistant & Office Administrator duties for the executive team of the Fincantieri Marine Group as needed.
• Act as a buffer between official and the internal/external organizations in which they are involved.
• Exercise considerable discretion and independent judgment in the judicious screening of matters, people and telephone calls.
• Perform administrative non-routine duties which are exemplified by independent correspondence and the handling of confidential matters.
• Prepare and analyze quarterly reports, Group goal reports and accumulate and develop budget items.
• Prepare expense reports.
• Work with HR and legal to update required regulatory postings in offices, take minutes as needed.
• Provides administrative support to ensure efficient operation of office.
• Ensures office supplies and kitchen needs are ordered and replenished.
• Assists Human Resources in onboarding new employees or facilitating onsite interviews with candidates.
• Assists Information Technology in onboarding new employees.
• Makes travel arrangements for executives and senior staff such as booking flights, cars, and hotel or restaurant reservations, for both personal and work-related travel.
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Supports team by performing tasks related to organization and strong communication.
• Contributes to team effort by accomplishing related results as needed.
• Must interface will levels of leadership and across all business units of Fincantieri Marine Group
• Must abide by and enforce all organizational policies and procedures.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or general education degree (GED) required. Associate's degree in Business Administration preferred.
• 2 -- 5 years of clerical, secretarial, or office experience required
• Proficient computer skills, including Microsoft Office
• Comfortable with routinely shifting demands
• Data entry experience
• Working knowledge of general office equipment

• Must have strong organizational and time management skills.
• Must have the ability to maintain a professional demeanor.
• Must have effective written and verbal communication skills.
• Must have high degree of attention to detail.
• Must have ability to maintain confidentiality.

COMPETENCIES: SPARC

• Safety first
• People oriented, determined to assist where able
• Accountability and Ownership: Demonstrate a sense of urgency, ownership in your role
• Respect peoples differences and be open to differing opinions and beliefs
• Continue to improve your current role and help develop the role for the future based on lean management.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and occasionally stand or walk; use hands to handle materials or equipment; reach with hands and arms; stoop and kneel; and talk or hear. The employee must occasionally lift and/or move up to 50 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee's workspace is in a clean and comfortable climate-controlled setting with little to no exposure to the moving equipment, elements, extreme conditions, or risk of injury. The noise level in the work environment is usually quiet. When entering the shipyard, the work environment is not climate-controlled and there is exposure to moving equipment, etc.

Fincantieri Marine Group (FMG) believes it is our responsibility to ensure that each of us works safely and productively, goes home healthy, and considers the environment in their actions, each and every day. Management is committed to providing a safe and healthy work setting, and protecting the environment as a key tenet of our culture and a primary mission. All employees shall have high values for safety awareness and be mindful of environmental impacts associated with each job task.

Fincantieri Marine Group offers competitive pay with benefits in a growth-oriented environment. Qualified and interested applicants are encouraged to apply. Apply online at https://recruiting.adp.com/srccar/public/RTI.home?c=2155013&d=FMG-External Fincantieri Marine Group is an Equal Opportunity Employer/Affirmative Action Employer and promotes a Drug Free Work Environment. Minorities, Women, Veterans and Disabled are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.