Executive Assistant I

Job Description

Job Description
We are seeking an experienced Executive Assistant with strong attention to detail and excellent communication skills to provide support to the VP of Finance, as well as assist other members of the Finance team. This position will act as the administrative focal point for the Finance Function and will be responsible for providing specialized administrative support for a variety of duties and tasks, as well as day-to-day coordination of meetings and travel.


Primary duties and responsibilities:

• Provide confidential administrative support to the VP of Finance and Finance leadership team, which by nature of the position involves high level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.
• Maintain the VP calendar, arrange meetings and appointments, including coordination with other business administrative staff on executive calendars.
• Manage communications with executive level internal and external customers and communicate with executive, administrative and management to gather and convey relevant information.
• Maintain a variety of soft and hard copy records/files that involve company sensitive data with the highest level of confidentiality. Manage all aspects of receiving and screening all forms of communication as required.
• Development of presentations for business meetings and others documents as required.
• Maintain and track meeting and other action items through completion.
• Coordinate, facilitate and provide support for various conferences, meetings and events.
• Manage meeting and event logistics and connections, including catering. Coordinate highly visible meetings with domestic and international visitors.
• Coordinate extensive domestic and international travel for the VP and staff. Manage travel arrangements, expense reporting and procurement card reconciliation.
• Set up and maintain systems of collaboration among leadership team, including SharePoint, Teams, and other applications.

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

• Prior experience working as an Executive Assistant in a large, dynamic, fast-paced, corporate setting.
• A thorough understanding of business practices, procedures, and the ability to interface well with all levels of management.
• Experience in coordinating, facilitating, and supporting conferences, meetings, and events.
• Experience managing schedules and calendars for executive leadership with complex time commitments.
• Must have a proactive approach to problem-solving with strong decision-making skills
• Robust ability to multi-task and prioritize daily workload ensuring tasks and deadlines are met
• Proficiency in Microsoft Office applications: Teams, Word, Excel, PowerPoint, and Outlook.
• Must possess a detail-oriented, highly organized, proactive work ethic.
• Proficient verbal and written communications skills

Preferred Skills and Education

• Certified administrative professional
• Formal training in Microsoft Office Suite and Microsoft 365

Benefits Information

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.

Intern Benefits: Temporary employees generally are not eligible for BAE Systems benefits, but can elect to participate in the 401(k) savings plan. Temporary employees working 20+ hours per week are eligible for medical benefits, the employee assistance program, and business travel accident insurance.

Please note: Some benefits may be different for union employees that are governed by a collective bargaining agreement (CBA) or for positions covered by a wage law called the McNamara-O'Hara Service Contract Act (SCA).