Administrative Assistant

Job Description The Administrative Assistant provides critical organizational and operational support to the Maritime Solutions Safety, Health, Environmental, and Quality (SHE-Q) leadership team. Reporting directly to the Director of SHE-Q, this role serves as the primary administrative hub for three key sites, ensuring that safety and quality documentation is accurate, compliant, and accessible. The ideal candidate is a detail-oriented professional capable of managing competing priorities across multiple time zones and supporting a high-compliance environment.
Key Responsibilities

• Administrative & Operational Support:
  • Manage and maintain complex e-filing systems to ensure "audit-ready" documentation at all times.
  • Execute financial administrative tasks, including processing invoices, generating requisitions for Purchase Orders, and tracking departmental expenses.
  • Coordinate high-level scheduling, calendar management, and meeting logistics for the Director and site leaders.
  • Record detailed meeting minutes and track action items to ensure timely completion of safety and quality initiatives.
  • Facilitate procedural updates and maintain the accuracy of SHE-Q documentation within the BAE corporate portal.
• Document Control & Data Management:
  • Compile and prepare comprehensive SHE-Q reports for leadership review.
  • Collect, validate, and input SHE-Q audit and sampling data into tracking databases.
  • Maintain the Safety Data Sheets (SDS) database, ensuring all chemicals on-site are documented and compliant with current regulations.
  • Assist in the preparation and distribution of safety alerts and quality bulletins across all three sites.

Required Education, Experience, & Skills

• Education: High School diploma or GED required.
• Experience: 3–5 years of administrative experience, preferably in a manufacturing, maritime, or industrial environment.
• Software Proficiency: Advanced proficiency in Microsoft Office 365 (specifically Excel for data tracking and SharePoint for document control).
• Attention to Detail: Proven ability to manage high volumes of data with a zero-error threshold (critical for safety documentation).
• Communication: Strong verbal and written communication skills for interacting with both shop-floor personnel and executive leadership.

Preferred Education, Experience, & Skills

• Familiarity with OSHA, EPA, or ISO 9001/14001 standards.
• Experience with ERP systems for PO and invoice processing.
• Prior experience supporting multiple geographic locations.

Pay Information
Full-Time Salary Range: $55304 - $88487

Please note: This range is based on our market pay structures. However, individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience.


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 Platforms & Services BAE Systems, Inc. is a defense, aerospace, and security company headquartered in Falls Church, Virginia, with more than 40,000 employees worldwide. We serve, supply, and protect those who protect us. As one of the most geographically diverse international defense companies, we deliver a full range of products and services spanning air, land, maritime, space, and cyber, including advanced electronics, intelligence solutions, and dedicated customer support.

Our culture is performance-driven and values-led, built on curiosity, creativity, and collaboration. Purpose isn't a tagline here. It's what drives us. We're developing breakthrough technologies that defend national security and make a lasting impact on our communities and our planet. When you join BAE Systems, you're not just building a career. You're contributing to a mission that truly matters.

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.