Administrative Assistant

About This Role

Who We Are:

• CAE Vision: Our vision is to be the worldwide partner of choice in defense and security, civil aviation, and healthcare by revolutionizing our customers' training and critical operations with digitally immersive solutions to elevate safety, efficiency and readiness.

• CAE Defense & Security Mission: CAE's Defense and Security business unit focuses on helping prepare military customers to develop and maintain the highest levels of mission readiness.

• CAE Values: Empowerment, Innovation, Excellence, Integrity and One CAE make us who we are and we strive to make a difference in the world while helping each other succeed.

What We Have to Offer:

• Comprehensive and competitive benefits package and flexibility that promotes work-life balance

• A work environment where all employees are valued, respected and safe

• Freedom to succeed by enabling team members to deliver, take initiatives and make decisions

• Recognition, professional development, advancement and having fun!

Summary

Provides administrative support to the Tampa Training Center Manager, training center employees and customers-students. Works directly with the admin staff, schedulers, instructors, and students.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• First point-of-contact for domestic and international students; greets, conducts in processing and out-processing on a daily basis

• Supports student data collection, spreadsheets, databases, correspondence, reports, and other documents

• Must be able to work with confidential information using full discretion

• Arrange travel and complete expense reports and security travel forms

• Handling of both outgoing mail and incoming mail / package distribution

• Screen incoming calls and respond independently when possible

• Maintain office & breakrooms supply inventory, check stock to determine inventory level, anticipate needed supplies, place & expedite supply orders

• Maintain the working area in a neat and orderly appearance

• Must be able to work flexible hours and overtime as needed, including nights and weekends on occasions

• Must be familiar with all office equipment such as: Microsoft PC Products, copy machine, scanner, printer, and fax

• Must be confident and professional when interacting with internal/external customers and all levels of management

• Must be organized and self-motivated with the ability to work under minimal supervision

• Must have the ability to self-prioritize and meet deadlines

• Must be able to work in a dynamic training environment with international students

• Must have excellent customer service skills

• Must be detailed oriented and possess a high level of initiative and work ethic

• Must exercise independent judgment in selecting and interpreting information

Qualifications and Education

• High School graduate (Associates degree or training in Administrative Profession is preferred).

• Must possess proficiency in Microsoft Office products (Word, Excel, PowerPoint, Outlook) with desire to learn new software packages

• Must be proficient at proof reading documents

Security Responsibilities

Must complywith all company security and data protection / usage policies and procedures. Personally responsible for proper marking and handling of all information and materials, in any form. Shall not divulge any information, or afford access, to other employees not having a need-to-know. Shall not divulge information outside company without management approval. All government and proprietary information will be accessed and stored electronically on company provided resources.

• Incumbent must be eligible for DoD Personal Security Clearance.

Due to U.S. Government contract requirements, only U.S. citizens are eligible for this role.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

• Work Environment is standard office on first and second floor of building. Office space includes standard desk including desktop computer equipment (monitor, keyboard, mouse)

• Work hours are 8 hours per day, starting between 6:00 to 8:00 am, depending on customers schedule and finishing 9 hours later (including 1 hour for lunch)

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.

• Must be able to work flexible hours and overtime as needed, including occasional weekends.

• Moderate levels of stress associated with managing multiple priorities can be expected

• Moderate to high levels of stress, associated with technical, schedule, and customer issues

• Must be able to work flexible hours and overtime as needed, including occasional weekends

• Must be able to sit and operate a personal computer for long periods of time

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

CAE USA Inc. is an equal opportunity employer, and all qualified applicants will be considered for employment without regard to any protected characteristic, including disability and protected veteran status, as defined under federal, state, or local laws.

Applicants needing reasonable accommodations should contact their recruiter at any point in the recruitment process. If you need assistance to submit your application because of incompatible assistive technology or a disability, please contact us at hrops@caemilusa.com

Position Type

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

CAE is an equal opportunity employer committed to providing equal employment opportunities to all applicants and employees without regard to race, color, national origin, age, religion, sex, disability status, protected veteran status, or any other characteristic protected by federal, state or local laws.At CAE, everyone is welcome to contribute to our success. Applicants needing reasonable accommodations should contact their recruiter at any point in the recruitment process. If you need assistance to submit your application because of incompatible assistive technology or a disability, please contact us at CAECarrieres-Careers@cae.com.