Office Manager / Business Ops Analyst

Executive Assistant

BAE Systems is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leadership supporting the Air Force's current (Minuteman III) and next-generation (Sentinel) Intercontinental Ballistic Missile (ICBMs). This role serves as the central hub of a fast-paced office environment, ensuring leaders remain focused on strategic priorities while daily operations run efficiently and seamlessly. The ideal candidate thrives in a dynamic setting, excels at managing competing priorities, and possesses exceptional calendar management, scheduling, and communication skills. Success in this role requires strong judgment, discretion, adaptability, and the ability to anticipate leadership needs before they arise.

Key Responsibilities

• Provide direct administrative support to multiple senior leaders.
• Manage complex and frequently changing calendars, prioritizing appointments and resolving scheduling conflicts.
• Coordinate meetings, conferences, and executive engagements across multiple stakeholders and organizations.
• Prepare agendas, meeting materials, briefing documents, and action item trackers.
• Screen and prioritize communications, ensuring timely responses and follow-up.
• Coordinate domestic and international travel arrangements, itineraries, and expense reporting.

Calendar Management & Deconfliction

• Maintain and manage multiple executive calendars simultaneously.
• Identify, prioritize, and resolve scheduling conflicts while balancing competing organizational priorities.
• Coordinate with internal and external stakeholders to optimize leadership availability and meeting effectiveness.
• Anticipate scheduling challenges and proactively develop solutions to minimize disruptions.
• Ensure leaders are fully prepared for upcoming meetings, deadlines, and engagements.

Office Management & Operations

• Serve as the primary point of contact for office operations and administrative functions.
• Manage office workflows, processes, and administrative systems to maximize efficiency.
• Coordinate office events, leadership visits, team meetings, and special projects.
• Track action items, deadlines, and deliverables across multiple teams.
• Maintain organizational records, files, and sensitive information with a high degree of confidentiality.
• Support onboarding activities and office logistics as required.

Communication & Coordination

• Act as a liaison between leadership, staff, customers, and external partners.
• Facilitate communication across departments to ensure alignment and timely execution of priorities.
• Exercise sound judgment when handling sensitive or confidential matters.
• Build and maintain positive professional relationships with stakeholders at all levels.

Required Education, Experience, & Skills

• 3 years relevant work experience.
• Prior experience providing executive assistance and office management.
• Eligibility to obtain and maintain a Secret security clearance.
• Proficiency with the Microsoft Office software suite, Adobe, and other common business applications.
• Highly positive attitude with a team player mentality, results oriented.
• Strong initiative, acute attention to detail, and ability to prioritize workloads and multitask effectively.
• Excellent customer service and interpersonal skills - trusted, reliable, and prompt.
• Excellent communicator -- able to speak and write clearly and concisely.
• Fast learner with demonstrated ability to adapt quickly to emerging requirements.

Preferred Education, Experience, & Skills

• Experience working with the U.S. Air Force or other military branch.
• Active DoD Secret or Top-Secret security clearance.
• Business Operations experience.
• Experience with agile software tools: JIRA, Confluence.
• Experience with government classified IT systems.

Full-Time Salary Range: $61278 - $104173

Employee Benefits: At BAE Systems, we support our employees in all aspects of their life, including their health and financial well-being. Regular employees scheduled to work 20+ hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto, and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non-monetary recognition awards. Other incentives may be available based on position level and/or job specifics.

About BAE Systems Intelligence & Security 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. Intelligence & Security (I&S), based in McLean, Virginia, designs and delivers advanced defense, intelligence, and security solutions that support the important missions of our customers. Our pride and dedication shows in everything we do—from intelligence analysis, cyber operations and IT expertise to systems development, systems integration, and operations and maintenance services. Knowing that our work enables the U.S. military and government to recognize, manage and defeat threats inspires us to push ourselves and our technologies to new levels. 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.