Admin Assistant IV

BAE Systems • San Diego, CA

9d • Onsite

About The Position

The Administrative Assistant provides critical organizational and operational support to the Maritime Solutions Safety, Health, Environmental, and Quality (SHE-Q) leadership team. Reporting directly to the Director of SHE-Q, this role serves as the primary administrative hub for three key sites, ensuring that safety and quality documentation is accurate, compliant, and accessible. The ideal candidate is a detail-oriented professional capable of managing competing priorities across multiple time zones and supporting a high-compliance environment.

Requirements

• High School diploma or GED required.
• 3–5 years of administrative experience, preferably in a manufacturing, maritime, or industrial environment.
• Advanced proficiency in Microsoft Office 365 (specifically Excel for data tracking and SharePoint for document control).
• Proven ability to manage high volumes of data with a zero-error threshold (critical for safety documentation).
• Strong verbal and written communication skills for interacting with both shop-floor personnel and executive leadership.

Nice To Haves

• Familiarity with OSHA, EPA, or ISO 9001/14001 standards.
• Experience with ERP systems for PO and invoice processing.
• Prior experience supporting multiple geographic locations.

Responsibilities

• Manage and maintain complex e-filing systems to ensure "audit-ready" documentation at all times.
• Execute financial administrative tasks, including processing invoices, generating requisitions for Purchase Orders, and tracking departmental expenses.
• Coordinate high-level scheduling, calendar management, and meeting logistics for the Director and site leaders.
• Record detailed meeting minutes and track action items to ensure timely completion of safety and quality initiatives.
• Facilitate procedural updates and maintain the accuracy of SHE-Q documentation within the BAE corporate portal.
• Compile and prepare comprehensive SHE-Q reports for leadership review.
• Collect, validate, and input SHE-Q audit and sampling data into tracking databases.
• Maintain the Safety Data Sheets (SDS) database, ensuring all chemicals on-site are documented and compliant with current regulations.
• Assist in the preparation and distribution of safety alerts and quality bulletins across all three sites.

Benefits

• health, dental, and vision insurance
• health savings accounts
• a 401(k) savings plan
• disability coverage
• life and accident insurance
• employee assistance program
• legal plan
• discounts on things like home, auto, and pet insurance
• paid time off
• paid holidays
• paid parental leave
• paid military leave
• paid bereavement leave
• any applicable federal and state sick leave
• company recognition program to receive monetary or non-monetary recognition awards

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED