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Executive Assistant, Legal and Security

4 months ago

Falls Church, Virginia, United States BAE Systems Full time
Job Description
BAE Systems, Inc. is seeking an experienced administrative professional with obsessive attention to detail and excellent communication skills to provide support to three Vice Presidents (VPs) of Legal and Security and their limited staff.
This position will act as the administrative focal point for the VPs and an integral member of the VPs' teams. The EA will be responsible for the day-to-day coordination of the VPs' busy schedule. The EA 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 Legal and Security department.
Primary Duties and Responsibilities:
  • Support the Vice Presidents of Legal and Security and limited 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.
  • Manage payment of invoices from law firms and other outside vendors, and track and report spending by matter.
  • Create and manage corporate/legal documents and records, including extensive support of quarterly board meetings and management of corporate filings. Requires attention to detail, ability to track and update large amounts of data and records, and multitasking.
  • Maintain calendars and arrange meetings and appointments. Maintain and track meeting action items through completion.
  • Manage communications with senior level internal and external customers, including ability to interact professionally with senior executives, visitors, vendors, and other executive assistants within the company.
  • Properly protect company proprietary data that if revealed would be detrimental to the company's interests.
  • Coordinate, facilitate, and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage MS Teams and WebEx meetings. Arrange for and assist with 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 function. Perform general administrative duties including but not limited to: typing, copying, collating, stapling, preparing packages for delivery, filing, record-keeping, and data entry.
  • Coordinate extensive travel for the VPs and designated staff through the travel coordinator. Manage travel arrangements, meeting preparation, expense reporting, and procurement card reconciliation. Includes preparation of travel briefing packets for VPs 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.
  • Other duties as requested, including the willingness to take direction on such assignments.

Required Education, Experience, & Skills

Required Education, Experience, & Skills:
  • High School diploma or equivalent
  • 6+ 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.

Preferred Education, Experience, & Skills

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.
  • Law office experience.

Pay Information
Full-Time Salary Range: $ $96580

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.

BAE Systems is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, marital status, national origin, age, veteran status, disability, or any other protected class. Important Company Notices and SCAM Alert