Secretarial Support

Duties / Responsibilities

The role will not be authorised to provide services to Lockheed Martin, which are directly related to business development, acquisition, or sales efforts for a Lockheed Martin customer or potential customer. Any exception to this rule can only be granted, in advance, by the Lockheed Martin UK Business Practices representative or legal counsel representative.

Duties/Responsibilities Include:

1. Reception support - meet and greet visitors.
2. Client Interface - answer external calls and direct where necessary, be able to progress simple enquiries with the client and/or to direct them to an appropriate manager.
3. Diary Management - the setting up of manager's meetings and events requests/cancellations and changes, internal, supplier, and Client. Hard copy diary to be produced each day for Managers.
4. Travel/Accommodation/Hire Cars - booked through company approved travel arrangers. Make arrangements for all Managers and if time permitting department personnel. Produce itineraries for periods of travel and complete expense claim upon manager's return.
5. Basic Administration - providing support in preparation for presentations and meetings using PowerPoint, Excel, and Word, often at short notice. Minute meetings, typing letters, making sure standards of confidentiality are met. Ensure Managers receive their post and cover their telephones while in meetings. Organising filing systems and keeping information and filing of drawings updated.
6. Conferences/Meetings/Events - the setting up of meetings, varying from individual/departmental meetings to conferences. Also to include 'booking visitors in' from a security perspective and ensuring the appropriate equipment is ready for use.
7. Refreshments bookings.
8. SECONDARY DUTIES:
9. To be available at the start of the day to unlock all stationary and mail cupboards and close (lock) at the end of the day.
10. Ensure stationary cupboards have adequate stock and are not open to abuse.
11. Occasionally, take minutes as and when requested at meetings.
12. Keep a record of vacation for both diaries and wall planners.
13. Follow standard processes for new starters, i.e. Name cards, Introductions, Tours, Security, Health and Safety, Training, and IT.
14. Assist other members of the department, only if time permitted.
15. General office administration as required.

Qualifications / Skills / Experience:

1. Proven secretarial and administrative experience preferable within a large company.
2. Excellent organisational skills.
3. Be self-motivated needing minimal direction.
4. Familiar with the definition and use of Business Processes.
5. Previous use of IT systems - on the job training will be given to learn the company's systems.
6. Experienced in the use of Microsoft Office applications (MS Outlook, Word, Excel, PowerPoint, Access).
7. Strong work ethic.
8. Good oral and written communication skills.
9. Reliability.
10. Enthusiastic and committed.
11. Strong team player.
12. Security Clearance.