Executive Assistant

at  BAE Systems

JOB DESCRIPTION

What’s it like to work at BAE Systems? In a word, Remarkable! BAE Systems seeks a well-organized, multi-tasker with excellent communication skills and an upbeat attitude to support a team of Vice Presidents within the Human Resources Centers of Expertise (HR COE) and other limited staff. The Executive Assistant will be responsible for the day-to-day coordination of Vice Presidents’ and other delegated staff’s schedules, supporting meetings with logistics and catering, helping to arrange travel and other administrative duties as assigned. The position will require the ability to use a high degree of tact and diplomacy in handling matters that are critical or confidential in nature.
Additional responsibilities and opportunities exist to lead and support critical projects within the Human Resources department. This is a great opportunity to establish working relationships with high-level executives and contribute to the overall efficiency of our organization.
This position allows for a hybrid remote work schedule, requiring, on average, 3 days per week onsite.

In this role, you will:

• Support the Vice Presidents of Human Resources and limited staff as the administrative focal point;
• Maintain the calendars, arrange meetings and appointments. Maintain and track meeting action items through completion;
• Manage communications with senior level internal and external customers. Maintain a variety of soft and hard copy records/files that involve company proprietary data that if revealed would be detrimental to the company’s interests;
• Handle POs and invoices (vendor support);
• Coordinate, facilitate and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams connections and coordinate meetings. Handle the catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings;
• Maintain office supplies that are essential for successful operation for the human resources organization;
• Perform general administrative duties including but not limited to: typing, copying, collating, stapling, preparing packages for delivery, filing, record-keeping and data entry;
• Assist with critical projects such as creating PowerPoint presentations and excel spreadsheets for business meetings and other documents as required. Support metrics analysis, web maintenance and SharePoint coordination;
• Coordinate extensive travel for the VPs and designated staff through the travel coordinator; Manage travel arrangements, expense reporting and procurement card reconciliation;
• Manage all aspects of receiving and screening all forms of communication as required;
• Make decisions and use good judgement in order to prioritize and to negotiate when faced with competing demands;
• Assist with the onboarding process for new COE employees;
• Other duties as requested.

What you will get:

• Opportunity for career growth/long term opportunities;
• Build relationships with stakeholders across the organization and external partners;
• Flexible work options. 9/80 schedule allowing every other Friday off;
• 6% match, with immediate vesting on 401(k) contributions;
• Excellent benefits – Medical/Dental/Vision, PTO and personal holiday hours;
• Ability to participate in our Employee Resources Groups (ERGs).

REQUIRED EDUCATION, EXPERIENCE, & SKILLS

• High School Diploma and 5 years work experience or equivalent experience;
• 5 years of related experience. Bachelor’s degree may replace the experience requirement;
• Ability to organize a daily workload by priorities;
• Must have a proactive approach to problem-solving with strong decision-making skills;
• Ability to independently develop solutions;
• Strong organizational skills;
• Professional level verbal and written communications skills;
• Advanced level proficiency in Microsoft Office applications: Word, Excel, PowerPoint, and Outlook.
• General knowledge of computer hardware and office equipment;
• The Executive Assistant must be professional, innovative, self-motivated and able to juggle multiple tasks and prioritize them in a fast-paced environment.

PREFERRED EDUCATION, EXPERIENCE, & SKILLS

• Administrative/business school or associate degree;
• Certified professional secretary or Certified Administrative Professional;
• Formal training in Microsoft Office Suite to include Outlook;
• 5 plus years of related experience.

• Support the Vice Presidents of Human Resources and limited staff as the administrative focal point;
• Maintain the calendars, arrange meetings and appointments. Maintain and track meeting action items through completion;
• Manage communications with senior level internal and external customers. Maintain a variety of soft and hard copy records/files that involve company proprietary data that if revealed would be detrimental to the company’s interests;
• Handle POs and invoices (vendor support);
• Coordinate, facilitate and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams connections and coordinate meetings. Handle the catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings;
• Maintain office supplies that are essential for successful operation for the human resources organization;
• Perform general administrative duties including but not limited to: typing, copying, collating, stapling, preparing packages for delivery, filing, record-keeping and data entry;
• Assist with critical projects such as creating PowerPoint presentations and excel spreadsheets for business meetings and other documents as required. Support metrics analysis, web maintenance and SharePoint coordination;
• Coordinate extensive travel for the VPs and designated staff through the travel coordinator; Manage travel arrangements, expense reporting and procurement card reconciliation;
• Manage all aspects of receiving and screening all forms of communication as required;
• Make decisions and use good judgement in order to prioritize and to negotiate when faced with competing demands;
• Assist with the onboarding process for new COE employees;
• Other duties as requested