Administrative Assistant

Found in: beBee jobs US - 2 weeks ago

Huntsville, Alabama, United States BAE Systems Full time
Job Description Are you looking for an Administrative Assistant role in a growing company that develops and produces the most advanced electronic systems that protect our warfighters? Are you inspired to join an organization with a strong culture, that's focused on ensuring we are hearing all voices and being brilliant on the basics? We put our customers first – exemplified by our missions: "We Protect Those Who Protect Us" and "We Innovate For Those Who Move The WorldTM." Sound like a team you want to be a part of? Come build your career with us.

BAE Systems Precision Strike Engineering Team is seeking an Administrative Assistant resource to help the functional team be successful. This Admin will support the Huntsville Business Center Engineering Lead and their teams as well as the Huntsville Business Center site.

Because this is a highly collaborative role with site responsibilities, this position is classified as 100% onsite. This means the successful candidate will be expected to report in office at our BAE Systems facility on Jan Davis Dr NW, Huntsville AL.

Specific responsibilities and duties include, but are not limited to:
  • Provides administrative assistant support to the Huntsville Business Center Engineering Lead and their teams:
    • Provide comprehensive administrative support to the engineering team, including scheduling meetings, managing calendars, making travel arrangements and expense reporting.
    • Compile special reports, conduct special projects, refine/polish presentations, align action items and track deadlines.
    • Written and verbal communication with executives, senior leaders, individual contributors, external customers and vendors to gather or convey relevant information.
    • Handle incoming inquiries and providing necessary information and/or directing them to the appropriate resource.
    • Engage with cross-functional teams to streamline administrative processes and enhance overall team productivity.
    • Partner with IT to track status of engineering help desk tickets and ensure timely resolution.
    • Assist with interview logistics including scheduling, candidate communication, and escorting candidates for onsite interviews.
    • Assist with the onboarding logistics for engineering: work with facilities to assign workstations, ordering/tracking of laptops, desktops, and hardware peripheral needs, and other activities to ensure that new hires are setup for success on their first day.
  • Provides administrative site support to the Huntsville Business Center. Specific duties include, but are not limited to:
    • Arranging and scheduling of recurring business cadence site-wide meetings.
    • Planning, scheduling, organizing and execution of site events including culture activities, fundraising, etc.
    • Coordinate events hosted by the site for visiting leadership teams.
    • Partner with site security to arrange for visitors as well as receiving and escorting visitors.
    • Oversee the inventory, ordering, restocking, and set-up of site supplies (Xerox, coffee bar supplies, etc.).
    • Coordinate with external vendors to arrange catering services for events, ensuring seamless execution of menu selection, dietary accommodations, and timely delivery.
#ALSERequired Education, Experience, & Skills
  • Ability to obtain a U.S. DOD Secret Clearance
  • Demonstrated experience working effectively across multi-disciplined organizations, dispersed geographic sites, and coordinating large groups.
  • Proactive team player with strong organizational skills and the ability to multi-task and handle multiple priorities.
  • Exceptional communication and interpersonal skills and an ability to build effective working relationships.
  • Proven ability to work independently with limited direction.
  • Fostering a welcoming and positive work environment
  • Experience working in a fast paced and agile team environment.
  • Solution-oriented: approaches problems with creativity, resourcefulness, and a commitment to finding effective solutions.
  • Ability to integrate information from a variety of sources into correspondence or presentation materials or reports.
  • Ability to set up systems to promote collaboration among the leadership team – SharePoint, meeting spaces, other applications. Desire to learn development, setup, and maintenance of these applications in support of creating a more efficient, connected team.
  • Requires a high degree of tact, initiative, accuracy, judgement and superior interpersonal skills, a thorough understanding of business practices and procedures and the ability to interface well with all levels of management.
  • Strong proficiency in Microsoft Suite (Outlook, Word, Excel, Teams, Sharepoint, etc.).
Preferred Education, Experience, & Skills
  • Experience with: CONCUR, Coupa, Teams, Catertrax, and Maximo
  • Defense and Aerospace industry experience
  • Ability to facilitate team discussions (i.e., campus activities, site updates, training)
  • Agile scrum experience
  • Ability to graph data views
Pay Information
Full-Time Salary Range: $ $76600

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 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.

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.

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