Admin Assistant IV

Job Description

BAE Systems is establishing itself at Cape Canaveral FL in a new office and is seeking an Administrative Assistant to support our work as a prime contractor on a high-profile U.S. Navy weapon system in a variety of tasks for the Portfolio Acquisition Executive Strategic Systems Program (PAE-SSP) contract. The selected candidate will be organizing and assisting with meetings, setting up conferences, workshops, and events, as well as assisting with visitors, travel expenses and other administrative duties as assigned.

As an Administrative Assistant, your responsibilities include but are not limited to the following:

• Develop, update and coordinate PowerPoint presentations
• Schedule and facilitate meetings, conferences, workshops and events
• Record meeting minutes and action items, and track to closure
• Review processes and policies pertaining to administrative support and advocate for disposition
• Assist with hosting conferences, events and workshops as well as prepare and present materials
• Onboard new hires for all office areas and send tools to supervisors/managers for continuation of the onboard New Hire Checklist
• Assist with internal office and cubicle moves and assignments, as well as maintaining the office seating charts
• Assist with submitting visit requests in support of customer meetings, training events, and conferences as well as receiving Visit Requests and processing them for visitors.
• Assist with updating internal work instructions and supporting other administrative functions as needed
• Coordinate employee engagement events
• Maintain site SharePoint Confluence page
• Other duties include support of other groups within the SSP Program

Required Skills and Education

A High School diploma and at least three years of related/relevant work experience, to include a high level of proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook) and basic proficiency with MS SharePoint, MS Visio, and online meeting tools (Microsoft Teams).
Additional skills/experience required:

• Excellent written and oral communication skills
• Ability to understand quickly and effectively explain complex concepts and processes
• Ability to work well with cross-functional teams and promote collaboration across organizational boundaries
• Ability to influence and resolve differences across organizational boundaries
• Ability to provide exceptional customer support to internal and external customers by understanding and anticipating their needs and concerns, responding promptly and effectively to needs, and customizing services and products as appropriate
• Ability to work with senior management in a dynamic environment
• Ability to make things happen by being proactive and eager to complete tasks on time
• Work both independently and as a team-member
• Strong planning, organizational, analytical thinking, and problem-solving skills
• Ability to work on special projects with low- to moderate-level of complexity
• Ability to support multiple tasks and activities simultaneously

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.

Preferred Skills and Education

• Experience in maintaining, developing, and updating plans, procedures, processes and/or other guidance documents
• Experience interacting in a professional environment
• Experience with hosting virtual and in-person meetings, including scheduling and logistics support
• Proficiency with MS SharePoint, TEAMS, MS Visio, and Atlassian Jira applications