Executive Assistant I

Job Description

Because this role involves a combination of collaborative/in-person and independent work, it will take the form of a hybrid work format, with time split between working onsite and remotely.

You don't see it, but it's there. Our employees work on the world's most advanced electronics -from saving emissions in the City of Lights to powering the Mars Rover to protecting the F-35 fighter jet. At Electronic Systems, you'll be among the brightest minds, working on the aerospace and defense industry's most difficult problems. Drawing strength from our differences, we're innovating for the future. And you can, too. Our flexible work environment provides you a chance to change the world without giving up your personal life. We put our customers first - exemplified by our missions: "We Protect Those Who Protect Us®" and "We Innovate For Those Who Move The World TM." Sound like a team you want to be a part of?Come build your career with BAE Systems.

Primary duties and responsibilities:

• Provide confidential administrative support to the VP of Contracts and Contract's leadership team, which by nature of the position involves high level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.
• Maintain the VP calendar, arrange meetings and appointments, including coordination with other business administrative staff on executive calendars.
• Manage communications with executive level internal and external customers and communicate with executive, administrative and management to gather and convey relevant information.
• Responsible for the coordination and schedule management of cross-business, sector and enterprise scheduling of bid reviews (RBAs).
• Maintain a variety of soft and hard copy records/files that involve company sensitive data with the highest level of confidentiality. Manage all aspects of receiving and screening all forms of communication as required.
• Development of presentations for business meetings and others documents as required.
• Maintain and track meeting and other action items through completion.
• Coordinate, facilitate and provide support for various conferences, meetings and events.
• Manage meeting and event logistics and connections, including catering. Coordinate highly visible meetings with domestic and international visitors.
• Coordinate extensive domestic and international travel for the VP and staff. Manage travel arrangements, expense reporting and procurement card reconciliation.
• Set up and maintain systems of collaboration among leadership team, including SharePoint, Teams, and other applications.
• Maintain office supplies in support of successful operation for the senior executive team. Perform general administrative duties including but not limited to typing, copying, collating, preparing packages for delivery, filing, recordkeeping, and data entry.
• Lead and assist with critical projects as a member of the leadership team.
• Other duties as requested.

About BAE Systems Electronic Systems

BAE Systems, Inc. is the U.S. subsidiary of BAE Systems plc, an international defense, aerospace and security company which delivers a full range of products and services for air, land and naval forces, as well as advanced electronics, security, information technology solutions and customer support services. Improving the future and protecting lives is an ambitious mission, but it's what we do at BAE Systems. Working here means using your passion and ingenuity where it counts - defending national security with breakthrough technology, superior products, and intelligence solutions. As you develop the latest technology and defend national security, you will continually hone your skills on a team-making a big impact on a global scale. At BAE Systems, you'll find a rewarding career that truly makes a difference. Electronic Systems (ES) is the global innovator behind BAE Systems' game-changing defense and commercial electronics. Exploiting every electron, we push the limits of what is possible, giving our customers the edge and our employees opportunities to change the world. Our products and capabilities can be found everywhere - from the depths of the ocean to the far reaches of space. At our core are more than 14,000 highly talented Electronic Systems employees with the brightest minds in the industry, we make an impact - for our customers and the communities we serve.

This position will be posted for at least 5 calendar days. The posting will remain active until the position is filled, or a qualified pool of candidates is identified.

Required Skills and Education

• Prior experience working as an Executive Assistant in a large, dynamic, fast-paced, corporate setting.
• A thorough understanding of business practices, procedures, and the ability to interface well with all levels of management.
• Experience in coordinating, facilitating, and supporting conferences, meetings, and events.
• Experience managing schedules and calendars for executive leadership with complex time commitments.
• Must have a proactive approach to problem-solving with strong decision-making skills
• Robust ability to multi-task and prioritize daily workload ensuring tasks and deadlines are met
• Proficiency in Microsoft Office applications: Teams, Word, Excel, PowerPoint, and Outlook.
• Must possess a detail-oriented, highly organized, proactive work ethic.
• Proficient verbal and written communications skills

Preferred Skills and Education

• Certified administrative professional
• Formal training in Microsoft Office Suite and Microsoft 365