Administrative Assistant - Labor Relations at Bath Iron Works – Bath, Maine

The successful candidate will support the Labor Relations team with administrative tasks, assist with general office and staff support. Operating under the BIW Business Operating System (BOS), the Administrative Assistant ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones.

Key Responsibilities

Administrative Support

• Provide general administrative support for the Labor Relations department staff.
• Administer grievance and arbitration databases; develop reports as needed.
• Provide administrative support for the arbitration process.
• Provide excellent customer service support by proactively helping with inquiries and by resolving issues timely.
• Compose correspondence as needed between different departments and external stakeholders.
• Perform regular Time Accounting (WFM) and PeopleSoft Administration.
• Collect data, prepare presentations, and perform record keeping duties to manage department Plans of the Week and Digital Dashboards.
• Support new hire onboarding, orientation and requesting system access.
• Lead for all special organization events.
• On an as needed basis, provide administrative support to Manufacturing.
• Provide administrative support to the Program Office during Program Reviews.
• Provide administrative support preparing for, and successfully completing, contract negotiations.

General Office Support

• Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives.
• Process payments for off-site operating expenses.
• Manage budgets and order for specialized office supplies.

Internal and External Reporting

• Support coordination, review, and distribution of internal and external reporting.
• Monthly review, analysis, and reporting of divisional overhead.
• Development of, and adjustments to, departmental resource plan and associated reporting.
• Department compliance reviews of procedures and processes.

Travel Coordination and Support

• Pre-travel authorization.
• Travel booking within Concur travel system.
• Travel expense reports and cost comparisons.
• Local mileage requests.

• High School diploma required.
• Associate's Dregree in office management or business preferred.

• Minimum of 5 years administrative support experience required.
• Excellent organizational skills and attention to detail.
• Strong computer, oral, written, analytical and interpersonal skills, coupled with an ability to work independently and/or as a member of a team in a fast-paced environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Must be able to effectively manage priorities and meet schedule demands.
• Experience in compiling and preparing reports and presentations.
• Excellent written and grammatical skills with the ability to draft correspondence from general guidance.
• Ability to work modest levels of overtime, as required. Must be able to support some night or weekend special activities/events.
• Motivated self-starter, with the ability and desire to act with limited guidance and direction.
• Demonstrated ability to maintain confidentiality.