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Saab Global

Senior Administrative Support Specialist

West Lafayette, Indiana, United States of America
Closing date: 11 July 2024

Job Description:

Primary responsibilities include, but are not limited to:

  • Provide executive administrative support to GM, and the leadership team as needed

  • Assist GM in hosting visitors at West Lafayette facility, including large event coordination

  • Contribute to a people-first culture in alignment with core Company values, demonstrating: Trust, Drive, Expertise, and Support.

  • Maintain and communicate visitor log on a weekly basis (weekly check-in with Sweden)

  • Provide phone coverage for main line, check voicemail, screen & route calls determining which require immediate attention

  • Manage and update the internal communication Blocks system

  • Draft and distribute West Lafayette “all-employee emails” pending leadership approval

  • Organize and track monthly employee roundtable rosters and luncheons

  • Schedule and coordinate monthly business meetings for leadership team

  • Organize the employee engagement team, facilitating monthly team meeting for planning and organizing employee activities and events including the annual family day (Midsommar) and holiday celebration

  • Coordinate travel arrangements for candidates, employees and expatriate employees (domestic and international travel)

  • Overall management of GM meeting calendar, and conference rooms reservations

  • Coordination and scheduling of meetings and on-site panel interviews for leadership team, as requested

  • Schedule catering for meeting and food trucks for employee events

  • Assist HR Manager with expatriate administrative tasks: arranging furniture delivery, rental cars, and hotel stays

  • Assist team members with processing expense reports/ reimbursements

  • Prepare new hire orientation packets prior to onboarding

  • Maintain and update contacts lists (email groups, emergency alert, KnowBe4, etc)

  • Maintain inventory and order office supplies, business cards, and requested recruiting items

  • Stock conference rooms as needed

  • Assist with additional projects and tasks as requested

Compensation Range: $26.97 - $32.35

The compensation range provided is a general guideline. When extending an offer, Saab, Inc. considers factors including (but not limited to) the role and associated responsibilities, location, and market and business considerations, as well as the candidate's work experience, key skills, and education/training.

Skills and Experience:

  • Associate degree or greater in business or related field strongly preferred

  • 3+ years experience supporting business leaders in an administrative support role, preferably in a production or manufacturing operation

  • Proficiency with e-mail, Microsoft office suite and other computer-based systems

  • Driven self-starter, demonstrating initiative and requiring minimal direct supervisor

  • Ability to think creatively for efficiency and to drive process improvements

  • Ability to multi-task, balancing a number of competing tasks efficiently

  • Punctual and reliable on-site support

  • Proven, excellent customer service skills, while maintaining positive and helpful demeanor

  • Exceptional verbal and written communication skills

  • Ability to work well independently, as well as collaboratively within a team

  • Strong organizational skills

  • Project coordination experience with excellent attention to detail

  • Experience planning and coordinating large events is a plus

  • Accepting of new ideas and open to feedback

Citizenship Requirements:

Must be a U.S. citizen, Permanent Resident (green card holder), or protected individual as defined by 8 U.S.C. 1324b(a)(3).

Drug-Free Workplaces:

Saab is a federal government contractor and adheres to policies and programs necessary for sustaining drug-free workplaces. As a condition of employment, candidates will be required to pass a pre-employment drug screen.


Saab provides an excellent working environment offering professional growth opportunities, competitive wages, work-life balance, business-casual atmosphere and comprehensive benefits:

  • Medical, vision and dental insurance for employees and dependents

  • Paid time off including: minimum of 3 weeks vacation, 5 floating holidays, 8 designated holidays, parental leave, personal illness, bereavement, jury duty, long-term and short-term disability

  • 401(k) with immediate vesting on employer match

  • Tuition assistance

  • Student loan assistance

  • Wellness account, subscription and employee assistance programs

  • Employee stock purchase program with employer match

About Us:

Saab is a leading defense and security company with an enduring mission, to help nations keep their people and society safe. Empowered by its 19,000 talented people, Saab constantly pushes the boundaries of technology to create a safer, more sustainable and more equitable world. In the U.S., Saab delivers advanced technology and systems, supporting the U.S. Armed Forces and the Federal Aviation Administration, as well as international and commercial partners. Headquartered in Syracuse, New York, the company has business units and local employees in eight U.S. locations.

Saab is a company where we see diversity as an asset and offer unlimited opportunities for advancing in your career. We are also a company that respects each person’s needs and encourage employees to lead a balanced, rewarding life beyond work. Saab values diversity and is an Equal Opportunity/ Affirmative Action employer. All qualified individuals are encouraged to apply and will be considered for employment without regard to race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, age, veteran, disability status, or any other federal, state, or locally protected category.