Executive Administrative Assistant

Be visionary

Teledyne Technologies Incorporated provides enabling technologies for industrial growth markets that require advanced technology and high reliability. These markets include aerospace and defense, factory automation, air and water quality environmental monitoring, electronics design and development, oceanographic research, deepwater oil and gas exploration and production, medical imaging and pharmaceutical research.​

We are looking for individuals who thrive on making an impact and want the excitement of being on a team that wins.

Job Description

Job Summary:

Performs a variety of complex administrative functions. Relieves managers or executives of administrative type functions. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Consistently works on complex assignments requiring independent action and a high degree of initiative to resolve issues. Acts independently to determine methods and procedures on new assignments. Often leads or supervises the activities of other nonexempt personnel.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Read and routes incoming mail. Prepares outgoing mail and correspondence, including e-mail and faxes. Takes dictation in shorthand or by machine and transcribes notes on computer or transcribes from voice recordings.
• Prepares advanced correspondence including letters, memoranda, and reports. Makes copies or scans correspondence or other printed materials as applicable.
• Organizes and maintains file system and files correspondence and other records.
• Answers and screens manager's telephone calls and arranges conference calls.
• Coordinates manager's schedule and makes appointments. Arranges and coordinates travel schedules and reservations.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.
• Responsible for confidential and time sensitive material.
• Greets scheduled visitors and conducts to appropriate area or person.
• Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports.
• May assist with compiling and developing the annual budget.
• Generates complex reports, handles multiple projects, and prepares and monitors invoices and expense reports.
• Conducts research, analyzes data, determines approach, compiles and prepares reports/recommendations for management decision making.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Competencies  

To perform the job successfully, an individual should demonstrate the following competencies:

• Oral/Written Communication – Listens and gets clarification; Responds well to questions; Records data; Writes clearly and informatively; Able to read and interpret written information.
• Teamwork – Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone’s efforts to succeed.
• Ethics – Treats people with respect; Works with integrity and ethically.
• Organizational Support – Follows policies and procedures; Supports organization’s goals and values.
• Planning/Organizing – Uses time efficiently.
• Professionalism – Approaches other in a tactful manner; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity – Meets productivity standards; Completes work in a timely manner; Strives to increase productivity.
• Safety and Security – Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and material properly.
• Adaptability – Adapts to changes in the work environment.
• Dependability – Follows instructions, responds to management direction.
• Attendance/Punctuality – Is consistently at work and on time.
• Initiative – Asks for and offers help when needed.

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.

Education and/or Experience

Minimum of 10 years of experience in a specialized clerical and/or administrative support role; Training certificate in a specialized field or bachelor's degree may be required, and/or training; or equivalent combination of education and experience.

Language Skills                                             

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to write routine reports and correspondence. 
• Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills                                                 

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 
• Ability to calculate figures and amounts, proportions, percentages, area, circumference, and volume. 
• Ability to apply concepts of basic algebra and geometry.

Reasoning Ability                                                     

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills                                            

To perform this job successfully, an individual should have advanced knowledge of database software, MS Office, including PowerPoint, Publisher, Outlook, Excel, and Word applications.

Other Essential Duties

• Follows all import/export requirements, consulting with facility import/export personnel as required.

Other Skills and Abilities

• Follows all import/export requirements, consulting with facility import/export personnel as required.
• Basic Knowledge of ISO and/or AS9100
• Working knowledge of Lean Manufacturing/6 Sigma/Kaizen
• Knowledge of specific software (design, analysis, ERP…)

Other Qualifications

• US Citizenship with ability to attain/maintain government security clearance.

#TBE

Teledyne and all of our employees are committed to conducting business with the highest ethical standards. We require all employees to comply with all applicable laws, regulations, rules and regulatory orders. Our reputation for honesty, integrity and high ethics is as important to us as our reputation for making innovative sensing solutions.

Teledyne is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other characteristic or non-merit based factor made unlawful by federal, state, or local laws. ​