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Executive Assistant

3 months ago

Falls Church, Virginia, United States BAE Systems Full time
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.
Pay Information
Full-Time Salary Range: $ $111210

Please note: This range is based on our market pay structures. However, individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience.

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.
About BAE Systems, Inc.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.

Our Commitment to Diversity, Equity, and Inclusion:
At BAE Systems, we work hard every day to nurture an inclusive culture where employees are valued and feel like they belong. We are conscious of the need for all employees to see themselves reflected at every level of the company and know that in order to unlock the full potential of our workforce, everyone must feel confident being their best, most sincere self and be equipped to thrive. We provide impactful professional development experiences to our employees and invest in social impact partnerships to uplift communities and drive purposeful change. Here you will find significant opportunities to do meaningful work in an environment intentionally designed to be one where you will learn, grow and belong.