Executive Assistant I

Job Description

Are you seeking an opportunity to make a meaningful impact within a dynamic corporate environment? We are looking for a motivated early-career professional to provide critical organization and operational services across our HR Center of Expertise (COE) leaders. This is an ideal role for a detail-oriented individual looking to grow their administrative expertise within a high-performing organization.

ROLE SUMMARY

The Executive Coordinator provides critical operational and executive support across the HR COE Vice Presidents (VPs) within the INC HQ. This is an early-career role designed for a highly organized professional capable of balancing high-level executive coordination with essential office logistics. The Executive Coordinator acts as a central point of contact, ensuring the seamless daily operation of the VPs' offices.

KEY RESPONSIBILITIES

Executive Support & Coordination

• Calendar & Travel Management: Proactively manage and synchronize complex calendars for the VPs, resolving scheduling conflicts and optimizing time management. Coordinate comprehensive travel itineraries, including all bookings and logistics.
• Meeting & Event Logistics: Lead the coordination of face-to-face meetings and offsite events, including room procurement, material printing, and the management of catering, supplies and equipment. Prepare meeting agendas and materials with team members, as requested.
• Communication Flow: Facilitate HR COE functional meeting scheduling and distribution lists.

Finance & Vendor Management

• Procurement Systems: Oversee Coupa customer setup and maintain up-to-date vendor records within the procurement system.
• Financial Administration: Support invoicing process to ensure timely and accurate vendor payment.

Office Support and Engagement

• Logistics & Distribution : Manage incoming and outgoing mail / shipments.
• Facilities Liaison: Monitor office supplies and act as the primary point of contact for Facilities notifications to maintain a high-standard office environment.
• Employee Engagement: Coordinate key employee milestone events to support a positive workplace culture. Co-lead the Falls Church HR Community group to enhance networking and collaboration among local HR teams.

Required Skills and Education

Experience: Bachelor's degree and 2+ years of experience in a professional corporate environment, ideally in a role requiring multitasking and coordination, or equivalent experience.
Technical Skills: Proficiency in Microsoft Office Suite (Teams, Outlook, Word, PowerPoint, Excel). Experience with procurement software (e.g., Coupa) is a significant advantage.

Core Competencies:

• • Multi-Tasking: Proven ability to support multiple executives simultaneously without compromising quality or attention to detail.
  • Discretion: Ability to handle sensitive HR and financial information with the utmost confidentiality.
  • Professionalism: Excellent written and verbal communication skills suitable for interaction with senior leadership.
  • Ownership: A proactive mindset with the ability to anticipate the needs of the VPs and take ownership of office operational tasks.

About BAE Systems, Inc.

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.

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.