We are looking for a motivated, highly organized team member who thrives managing multiple priorities, excels in a fast-paced environment, has excellent teaming and communication skills, and enjoys working in a customer-service focused environment.
In this role, you will support a wide range of administrative operations. Tasks may include, but are not limited to:
Preparing and processing complex foreign and domestic travel, including generating travel reports and assisting with compliance requirements
Processing affiliate and visitor badge requests for domestic and foreign guests, and escorting visitors as needed
Handling procurement activities including Pcard purchasing and iProcurement orders
Scheduling and coordinating meetings in Outlook, managing conference room calendars, and arranging Microsoft Teams meetings
Preparing and editing presentations, graphics, documentation, and website inputs
Coordinating office moves, new hire preparations, and onboarding/offboarding support for employees, affiliates, and foreign nationals
Assisting with recruiting efforts for Early Career, Experienced, and Contractor hires, including interview scheduling and escorting
Supporting ergonomic evaluations, Work Authorization (WAM) updates, labor and nonlabor cost transfer processing, and other ad hoc assignments
Maintaining and updating Section resources, including Wiki pages, SharePoint, and Alfresco
Assisting in the planning and coordination of Section seminars, workshops, and events
Helping ensure compliance with relevant policies, procedures, and safety requirements.
Requirements
Typically requires a High School diploma with a minimum of 6 years of related experience; Associate degree with a minimum of 1 year of related experience; related required training.
Experience in the secretarial/administrative profession with strong organizational and interpersonal skills
Ability to work effectively under pressure on multiple complex tasks and meet deadlines with high-quality results
Strong planning, scheduling, and coordination skills
Proactive self-starter with initiative to streamline processes and improve workflows
Excellent written and verbal communication skills
Good judgment in evaluating situations and determining appropriate resolutions
Ability to interact professionally with all levels of personnel and provide outstanding customer service
High level of discretion when handling sensitive or confidential information
Proficiency with Microsoft Word, Excel, PowerPoint, Teams, SharePoint, and Outlook
Excellent teamwork and collaboration skills
Preferred Skills:
Experience supporting technical groups or section office environments
Experience with procurement tools such as Purchase Requisition, PCard, and iProcurement
Familiarity with JPL systems including Alfresco, JPLID, UCS, Travel, UFO, and Timekeeping
Knowledge of JPL travel policies and experience with Concur or other travel tools
Understanding of JPL's Engineering & Science Directorate policies, procedures, and practices
Experience onboarding volunteers, affiliates, and foreign nationals
Interest in learning and applying new IT tools to improve office processes
Benefits
Health insuranceDental insuranceVision insuranceFlexible scheduleParental leave
Additional Information
Job Details
New ideas are all around us, but only a few will change the world. That's our focus at JPL. We ask the biggest questions, then search the universe for answers-literally. We build upon ideas that have guided generations, then share our discoveries to inspire generations to come. Your mission-your opportunity-is to seek out the answers that bring us one step closer. If you're driven to discover, create, and inspire something that lasts a lifetime and beyond, you're ready for JPL.
Located in Pasadena, California, JPL has a campus-like environment situated on 177 acres in the foothills of the San Gabriel Mountains and offers a work environment unlike any other: we inspire passion, foster innovation, build collaboration, and reward excellence.
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