Admin Assistant IV

BAE Systems • San Diego, CA

1d • Onsite

About The Position

About BAE Systems Platforms & Services Posting 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. The Platforms & Services (P&S) sector under BAE Systems, Inc does the big stuff: the armored combat vehicles, naval guns, missile launchers, and ship repair…just to name a few. Our employees take pride in the work they do and why they do it. They are on the front lines every day, building our products to protect the lives of those who serve. We may be biased, but we think P&S does some of the coolest work around, and we think you will too.

Requirements

• High School Diploma or Equivalent (e.g., GED)
• At least 3 years of experience as an administrative assistant or in a related field
• Proven experience providing administrative support to senior-level executives, managers, or teams
• Experience with office management, records management, and communication (e.g., email, phone, and in-person)
• Familiarity with Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook) and other productivity software
• Strong organizational, time management, and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to prioritize tasks and manage multiple projects simultaneously
• Familiarity with company policies and procedures

Responsibilities

• Prepare weekly reports (varies by project/admin).
• Collect reports from Trades/Ops → Generate Weekend OT Report → Attend Friday Resource Meeting.
• Schedule and coordinate 25%, 50%, 75%, and 100% briefs/meetings.
• Route RCC/Materials, ATP, and internal MODs to Trades; distribute PCFs to Subcontractors.
• Process Class F estimates directly (do not route to Contracts Admin).
• Create Lead Sheets, spec folders, and download project drawings/specs.
• Generate CFRs for non-Exostar users.
• Correct and recycle CFR errors in DAP/NMD.
• Manually input SWRMC/Prime contractor data into DAP (follow specific protocols for DDG1000, CVNs, and PSAs).
• Monitor DAP for answers and distribute to internal trades.
• Open ServiceNow tickets for persistent CFR/IDR errors.
• Troubleshoot issues within DAP, IFS, and Doc Locator.
• Update Area Manager assignments in DAP and prepare physical spec binders.

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
• military leave
• 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