Executive Assistant II

Job Description

BAE Systems Maritime Solutions is seeking an experienced and highly skilled Executive Assistant with polished executive presence, exceptional organizational and time management skills, discretion, sound judgment, and the ability to anticipate needs in a fast-paced, time-sensitive environment. Communication (written/verbal) and impeccable M365 skills are essential. The candidate should be versatile to work with remote and onsite executives/teams.


This position will be in Jacksonville, FL within the BAE Systems Maritime Solutions Headquarters (MSHQ) office.

What We Offer:

• Very competitive salary and Total Rewards package.
• Collaborative and dynamic work environment.
• Professional development and growth-enabled career path opportunities.

Key Responsibilities:

• Calendar Management: Manage a group of MSHQ executives' calendars through MS Outlook/Teams, scheduling/rescheduling appointments and meetings while ensuring timely and efficient use of their time.
• Travel Arrangements: Coordinate domestic and international travel arrangements, including flights, hotels, and transportation ensuring all necessary documentation is in order. Work closely with corporate travel agencies for changes/reschedules, etc.
• Meeting Preparation: Prepare meeting materials, agendas, and presentations, ensuring the MSHQ executive staff is well-prepared. Utilize exceptional skills within MS Power Point and other presentation tools, as required.
• Special Projects: Assist the MSHQ executive staff with special projects, such as preparing reports, analyzing data, planning executive offsites, and conducting research, as required.
• Communication: Serve as a liaison between the MSHQ executive staff and BAE Systems' internal stakeholders, including employees, managers, and other sector and business area executives, ensuring pleasant and effective communication, while resolving issues promptly.
• Confidentiality: Maintain confidentiality and handle sensitive information with discretion adhering to company policies and procedures, as required.
• Administrative Tasks: Perform various administrative tasks, such as travel expense reimbursement(s), PowerPoint creation, and record-keeping, ensuring accurate and timely completion.
• Team Support: Provide collaboration and partnership with other business area site admin staff, as required ensuring a collaborative and productive work environment.
• Process Improvement: Identify areas for process improvement, implement changes as required while increasing efficiencies within the MSHQ location.

Required Skills and Education

• Bachelor's Degree and 2 years work experience Associate's Degree and 4 years work experience High School Diploma and 6 years work experience or equivalent experience
• Experience in Executive Administration, supporting VP and Director-level executives
• Experience in Calendar Management, coordinating complex scheduling for meetings, events, conferences, etc.
• Experience in Travel Coordination and Expense Reporting, arranging domestic and international logistics
• Ability to work in a fast-paced environment and adapt to changing priorities
• Ability to prioritize tasks and manage multiple projects simultaneously
• Ability to work effectively with senior-level executives and other stakeholders
• Ability to maintain confidentiality and handle sensitive information with discretion
• Excellent organizational and time management skills
• Strong communication and interpersonal skills
• Strong problem-solving skills and ability to think critically
• Strong skills in creating PowerPoint presentations for executive meetings
• Proficient in Microsoft Office 365, including SharePoint, Word, Excel, PowerPoint, Outlook, and Teams

About BAE Systems Platforms & Services Posting

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.

The Platforms & Services (P&S) sector under BAE Systems, Inc does the big stuff: the armored combat vehicles, naval guns, missile launchers, and ship repair...just to name a few. Our employees take pride in the work they do and why they do it. They are on the front lines every day, building our products to protect the lives of those who serve. We may be biased, but we think P&S does some of the coolest work around, and we think you will too.

Preferred Skills and Education

• Administrative/Business School or Degree
• Certification as a Certified Administrative Professional (CAP) or Certified Executive Administrative Professional (CEAP)
• Exceptional customer service skills
• Ability to provide an impeccable first impression with MSHQ customers and visitors (U.S. Government, VIPs, board-level executives, etc.)
• Experience in Concur

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).