Admin Assistant IV

Job Description

See what you're missing. Our employees work on the world's most advanced electronics - from detecting threats for F-35 pilots to illuminating the night for soldiers. Spanning air, land, sea, and space, we are developing the technology of tomorrow, delivered today. 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 mission: "We Protect Those Who Protect Us®." Sound like a team you want to be a part of? Come build your career with BAE Systems.

BAE Systems is seeking a senior Administrative Assistant to organize and support engineering leadership. This is a unique opportunity to work as an engaged and valued team member contributing to the overall operation and success of the organization.
Responsibilities may shift with business needs, but include the following:

• Works as an integral and contributing member of the program leadership team in a dynamic, fast-paced environment.
• Provides confidential administrative and project support to assigned program directors, and to their leadership team and employees.
• Manages appointments and leader shared calendars for effective and efficient time management.
• Schedules meetings and meeting logistics (teleconference/presence, audio-visual equipment, food) independently.
• Manages visitor logistics, emails, and meeting requests and dispositions as appropriate.
• Prepares organizational memos given draft inputs from leadership and executes distribution.
• Works under general direction using business software applications (Word, Excel, Power Point) to create and enhance correspondence, reports, data tables, presentations, agendas, etc., that may be of a highly confidential nature.
• Compiles materials for executive meetings and participates in and hosts meetings, sometimes taking minutes, as requested.
• Organizes and leads preparation of key meeting arrangements such as program reviews, customer meetings and visits, and employee all-hands meetings. May be responsible for special projects such as conferences and events.
• Arranges business travel and associated expenses, making recommendations to improve efficiency relative to schedules and budget.
• Organizes and maintains confidential files and records.
• Performs other duties and responsibilities, as required.
• Maintains a safe work environment and ensures compliance with safety objectives and policies.

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

• Typically a High School Diploma and 3 years work experience or equivalent experience
• Must be highly skilled in office automation tools, such as the Microsoft Office suite of products, as well as meeting connectivity tools.
• Highly skilled in creating and updating Microsoft Powerpoint presentations
• Highly skilled in data processing utilizing Microsoft Excel.
• Must be able to be proactive, anticipate needs, and work with minimal supervision.
• This role requires a high degree of tact, diplomacy, discretion, and judgement.
• Must possess excellent communication and interpersonal skills in order to interact professionally with employees and external contacts at all levels, and including senior management. This role will also operate as part of an administrative team, ensuring seamless leadership team coverage and support as required.
• The ability to multitask and plan and organize in a fast-paced environment is critical.
• The successful candidate should have a thorough understanding of business practices and procedures, including compliance to company policies
• Must be able to obtain and maintain a Secret Security Clearance.

Preferred Skills and Education

• Associates Degree: Executive Office Assistant or related field
• Secret Clearance
• Microsoft TEAMS experience
• Previous experience supporting a senior executive of a large professional organization
• Previous experience supporting a technical organization
• Experience with Agile / Jira; especially experience facilitating epic/sprint planning, daily scrum meetings ("scrum master" role), product demos, retrospectives, and backlog prioritization