Executive Assistant, IT

1 day ago

Nashua, United States Disability Solutions Full time
Job Description Summary

We are seeking a highly motivated Executive Assistant to provide support to the Vice President of IT and Security and other leadership team members as needed. This role will operate as part of a highly collaborative administrative team, ensuring seamless leadership team coverage and support as required.

In this Executive Assistant opportunity, you will make impacts in the following ways;
  • Provide calendar management and time planning support for VP of Security and IT, and other staff members as required.
  • Ensure time sensitive requests are addressed with priority. Aligns meeting schedule based on knowledge of VP’s preferences and operating styles (e.g., prep time, personal needs, allocation to business priorities). Coordinate to identify and provide delegates for meeting conflicts as needed and keeps the VP informed.
  • Collaborates with peers to enable decision making processes and ensure tasks get accomplished on time.
  • Engages with stakeholders/business partners to cascade information as needed.
  • Anticipates and manages travel arrangements (e.g., accommodations, transportation, security, approvals) for the VP and other members of the team as required. Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity. Coordinates the preparation of travel book including talking points for meetings, presentations, etc. Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, coordinate with other team members and departments).
  • Acts as a stand-by resource to address issues/escalations during business travel. Facilitates communication across stakeholders ahead of travel. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. May accompany VPs on business trips (e.g., Off-sites, conferences, etc.) to provide onsite support. Manages and ensures compliance with International Travel requirements. Manage and track expense reports and submit within required time from completion of travel.
  • Coordinate a variety of local, virtual and offsite meetings. Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads) in advance of meetings to facilitate efficient and effective meetings. Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, preparing meeting software and troubleshooting audio-video and technical issues). May attend meetings and/or ensure follow-up as needed. Documents and finalizes meeting minutes.
  • Support the VP by actively managing, organizing, drafting, and responding to emails on the VP’s behalf. Coordinate with internal and external partnerships on emails that requires the VP’s immediate attention and those that can be handled during planned office hours.
  • Responsible to 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. Interact with personnel at all organizational levels to coordinate activities, gather information, and prepare reports.
  • Performs advanced, diversified and confidential duties that may be administrative in nature or project based.
  • Prepares correspondence, reports, presentations, etc. Undertakes projects at direction of management.
Required Education, Experience, & Skills
  • Associate's degree or equivalent and a minimum of four (4) years directly related experience or a High School diploma and eight (8) years of experience. A minimum of three (3) years supporting Executive level leaders.
  • Requires a high level of integrity and discretion along with tact, initiative, accuracy, judgement and superior interpersonal and communication skills. Handle sensitive and confidential business information and material diplomatically.
  • Support and maintain an executive office environment, providing a welcoming, professional and friendly presence.
  • Requires executive communication skills, strong collaboration, a high level of judgement, strong organizational skills, tremendous attention to detail and the ability to meet tight deadlines while balancing multiple priorities.
  • Ability to operate in a fast-paced environment, balancing multiple priorities. Able to work well under pressure and have the confidence to make informed decisions independently.
  • Support a culture that embraces diversity, equity, and inclusion.
  • Advanced skills in Microsoft Office; working with multiple software packages including word, Excel, PowerPoint
  • Advanced computer skills working with multiple software packages
  • Advanced work experience with memos, letters, reports with tables, creation of spreadsheets with formulas, creation of presentations and graphics
Preferred Education, Experience, & Skills
  • Demonstrated ability to work in highly technical rich environments
  • Knowledge of Video Teleconferencing Systems
  • Knowledge of Microsoft Teams


Pay Information
Full-Time Salary Range: $60390 - $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 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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