Executive/Financial Assistant

at  BAE Systems

JOB DESCRIPTION

What’s it like working at BAE Systems? In a word, Remarkable. BAE Systems, Inc. is seeking an experienced administrative professional with obsessive attention to detail and excellent communication skills to provide support to the Vice President (VP) of Tax and Treasury and their staff.
This position will act as the administrative focal point for the VP and an integral member of the VP’s teams. The Executive/Financial Assistant must be helpful, personable, professional and able to juggle multiple tasks in a fast-paced environment. This position requires the ability to handle matters that are critical or confidential with appropriate care and diplomacy. Additional responsibilities and opportunities exist to lead and support significant projects within the tax and treasury department. Individuals interested in developing experience and capabilities are encouraged to apply!
This is a hybrid role with 1-2 days onsite.

Primary Duties and Responsibilities:

• Support the Vice President of tax & treasury and staff as the administrative focal point;
• Create, edit and format documents, including highly visible business letters, memoranda, presentations, reports and other documents as requested, including in Word, PowerPoint and Excel;
• Create purchase requisitions and manage payment of invoices from accounting firms and other outside vendors and track and report spending;
• Daily review of treasury wires;
• Enter quarterly tax payments into our reporting system. Requires attention to detail, ability to track and update large amounts of payments and data;
• Assist with the review and preparation of written documents in connection with notices from federal and state tax authorities;
• Manage the filing of quarterly and annual income tax returns including overall tracking of returns, preparation of certified mail receipts, postage of tax returns and matching checks with the appropriate tax returns;
• Maintain, update and track changes to our tax organizational chart in Microsoft Visio including monthly coordination with the legal group;
• Assist with electronic funds transfer applications based on state tax filing requirements;
• Maintain and update our internal tax and treasury file structure;
• Manage communications with internal and external customers, including ability to interact professionally with senior executives, visitors, vendors and other executive assistants within the company;
• Coordinate, facilitate and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams meetings. Arrange for and assist with the catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings;
• Perform general administrative duties including but not limited to typing, copying, collating, stapling, preparing packages for delivery, filing, record-keeping and data entry;
• Coordinate travel for the VP and designated staff through the Concur travel coordinator. Manage travel arrangements, meeting preparation, expense reporting and procurement card reconciliation. Includes preparation of travel briefing packets for VP and staff and ability to trouble-shoot travel changes in real time;
• Manage all aspects of receiving and screening all forms of communication as required;
• Ad-hoc projects to support the teams on projects such as tracking research credit memos requiring approval from subject matter experts across the company;
• Other duties as requested, including the willingness to take direction on such assignments.

REQUIRED EDUCATION, EXPERIENCE, & SKILLS

• High School diploma or equivalent with 5+ years of related experience (Bachelor’s degree may replace the experience requirement);
• Must have excellent administrative and organization skills, including advanced level proficiency in Microsoft Office applications: Word, Excel, PowerPoint and Outlook;
• General knowledge of computer hardware and office equipment;Notary public credentials.

PREFERRED EDUCATION, EXPERIENCE, & SKILLS

• Administrative/business school or Associates degree;
• Certified professional secretary or certified administrative professional;
• Formal training in Microsoft Office Suite to include Outlook;
• 8+ plus years of related experience;
• Para-professional experience.

• Support the Vice President of tax & treasury and staff as the administrative focal point;
• Create, edit and format documents, including highly visible business letters, memoranda, presentations, reports and other documents as requested, including in Word, PowerPoint and Excel;
• Create purchase requisitions and manage payment of invoices from accounting firms and other outside vendors and track and report spending;
• Daily review of treasury wires;
• Enter quarterly tax payments into our reporting system. Requires attention to detail, ability to track and update large amounts of payments and data;
• Assist with the review and preparation of written documents in connection with notices from federal and state tax authorities;
• Manage the filing of quarterly and annual income tax returns including overall tracking of returns, preparation of certified mail receipts, postage of tax returns and matching checks with the appropriate tax returns;
• Maintain, update and track changes to our tax organizational chart in Microsoft Visio including monthly coordination with the legal group;
• Assist with electronic funds transfer applications based on state tax filing requirements;
• Maintain and update our internal tax and treasury file structure;
• Manage communications with internal and external customers, including ability to interact professionally with senior executives, visitors, vendors and other executive assistants within the company;
• Coordinate, facilitate and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams meetings. Arrange for and assist with the catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings;
• Perform general administrative duties including but not limited to typing, copying, collating, stapling, preparing packages for delivery, filing, record-keeping and data entry;
• Coordinate travel for the VP and designated staff through the Concur travel coordinator. Manage travel arrangements, meeting preparation, expense reporting and procurement card reconciliation. Includes preparation of travel briefing packets for VP and staff and ability to trouble-shoot travel changes in real time;
• Manage all aspects of receiving and screening all forms of communication as required;
• Ad-hoc projects to support the teams on projects such as tracking research credit memos requiring approval from subject matter experts across the company;
• Other duties as requested, including the willingness to take direction on such assignments