Administrative Assistant
Teledyne FLIR · Huntsville
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 administrative functions in a fast-paced technology-driven environment. Manages calendars, schedules, meetings, coordinates CONUS and OCONUS travel, and serves as a primary point of contact for internal and external stakeholders. Prepares professional correspondence and reports; organizes information; and supports projects through data collection and documentation. Handles multiple priorities and monitors and prepares expense reports and invoices.
Demonstrates strong judgment, initiative, and problem‑solving skills while working under general supervision. Applies substantial knowledge of administrative practices and organizational processes to complete diverse tasks with accuracy and efficiency. A high degree of professionalism, discretion, and adaptability is required.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Manages incoming communications, including email and physical mail; drafts and prepares outgoing correspondence.
- Prepares routine and advanced documents such as letters, reports, briefings, and internal communications; scans and organizes digital files.
- Maintains both digital and physical filing systems to ensure accuracy, accessibility, and compliance with retention guidelines.
- Screens and directs calls; coordinates virtual and in‑person meetings, including conference calls and video conferences.
- Manages calendars, schedules appointments, and coordinates domestic and international travel arrangements.
- Plans and executes meetings and events, including agenda preparation, logistics, facility reservations, and meeting minutes.
- Welcomes and assists visitors, ensuring professional and positive experience.
- Facilitates communication and workflow between departments, teams, and external partners.
- Conducts research, gathers data, analyzes information, and prepares summaries, reports, and recommendations with moderate guidance.
- Monitors office supply levels, anticipates needs, and manages procurement and vendor relationships.
- Supports office technology and equipment by coordinating maintenance and troubleshooting basic issues.
- Submits, tracks, and follows up on facilities support requests, including maintenance, repairs, workspace needs, and service tickets.
- Coordinates with facilities teams, vendors, and building management to ensure timely resolution of issues and smooth office operations.
- Assists with workspace setup, moves, and general office environment needs as required.
Supervisory Responsibilities
This job has no supervisory responsibilities.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
- Oral/Written Communication – Communicates clearly and professionally; listens effectively; produces accurate written materials; interprets and applies written information.
- Teamwork – Collaborates effectively; contributes to a positive team environment; supports shared goals.
- Ethics – Demonstrates integrity, respect, and ethical behavior in all interactions.
- Organizational Support – Follows policies and procedures; aligns work with organizational values and objectives.
- Planning/Organizing – Prioritizes tasks effectively; manages time and resources efficiently.
- Professionalism – Maintains a polished, respectful demeanor; takes responsibility for actions; follows through reliably.
- Quality – Produces accurate, thorough work; seeks feedback and continuous improvement.
- Quantity – Meets productivity expectations; completes tasks in a timely manner.
- Safety and Security – Adheres to safety protocols; identifies and reports potential risks; uses equipment appropriately.
- Adaptability – Adjusts to changing priorities, technologies, and work environments.
- Dependability – Follows instructions; responds promptly to direction; maintains reliability.
- Attendance/Punctuality – Maintains consistent attendance and punctuality.
- Initiative – Proactively identifies needs; seeks opportunities to assist and improve processes.
- Microsoft 365 proficiency required, including:
- Excel (spreadsheets, basic formulas, sorting/filtering, data entry, simple reports)
- Word (formatting documents and reports)
- PowerPoint (updating and formatting briefs, familiarity with updating master slides & templates)
- SharePoint (document libraries, uploading/version control, permissions awareness, file organization)
- Outlook/Teams (calendar management, meetings, communication)
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or GED required. Minimum of 2 years of administrative or clerical experience, preferably supporting a specialized function or department. Experience with modern office technology, digital collaboration tools, and cloud‑based systems is strongly preferred.
Language Skills
- Ability to read and interpret documents such as policies, safety rules, and procedural manuals.
- Ability to write clear, professional correspondence and reports.
- Ability to communicate effectively with individuals and groups across the organization.
Mathematical Skills
- Ability to perform basic mathematical operations including addition, subtraction, multiplication, and division.
- Ability to compute percentages, ratios, and interpret charts or graphs.
- Ability to apply basic algebraic concepts when needed.
Reasoning Ability
- Ability to solve practical problems and handle a variety of variables in situations where limited standardization exists.
- Ability to interpret instructions delivered in written, verbal, or diagram form.
Computer Skills
Microsoft 365 proficiency required, including:
- Excel (spreadsheets, basic formulas, sorting/filtering, data entry, simple reports)
- Word (formatting documents and reports)
- PowerPoint (updating and formatting briefs, familiarity with updating master slides & templates)
- SharePoint (document libraries, uploading/version control, permissions awareness, file organization)
- Outlook/Teams (calendar management, meetings, communication)
Preferred Qualifications
- Experience safeguarding/handling Controlled Unclassified Information (CUI)
- Experience supporting U.S. Government Foreign Military Sales (FMS) programs and handling export-controlled documentation in accordance with ITAR, EAR, and other applicable trade compliance requirements
Other Qualifications
US Citizenship with ability to attain and 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 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.