Admin Assistant IV

BAE Systems•Nashua, NH

8d•Onsite

About The Position

BAE Systems is seeking a senior Administrative Assistant to organize and support engineering leadership. This is a unique opportunity to work as an engaged and valued team member contributing to the overall operation and success of the organization. Responsibilities may shift with business needs, but include the following: Works as an integral and contributing member of the program leadership team in a dynamic, fast-paced environment. Provides confidential administrative and project support to Business area directors, and to their leadership team and employees. Manages appointments and leader shared calendars for effective and efficient time management. Schedules meetings and meeting logistics (teleconference/presence, audio-visual equipment, food) independently. Manages visitor logistics and incoming calls, emails, and meeting requests and dispositions as appropriate. Prepares organizational memos given draft inputs from leadership and executes distribution. Works under general direction using business software applications (Word, Excel, Power Point) to create and enhance correspondence, reports, data tables, presentations, agendas, etc., that may be of a highly confidential nature. Creates presentions from various data sources Compiles materials for executive meetings and participates in and hosts meetings, taking minutes, as requested. Organizes and leads preparation of key meeting arrangements such as program reviews, customer meetings and visits, and employee all-hands meetings. May be responsible for special projects such as conferences and events. Arranges business travel and associated expenses, making recommendations to improve efficiencies relative to schedules and budget. Organizes and maintains confidential files and records. Performs other duties and responsibilities, as required. Maintains a safe work environment and ensures compliance with safety objectives and policies.

Requirements

Three or more years as an Administrative Assistant or similar role
Must be highly skilled in office automation tools, such as the Microsoft Office suite of products, as well as meeting connectivity tools.
Must be able to be proactive, anticipate needs, and work with minimal supervision.
This role requires a high degree of tact, diplomacy, discretion, and judgement.
Must possess excellent communication and interpersonal skills in order to interact professionally with employees and external contacts at all levels, and including senior management.
This role will also operate as part of an administrative team, ensuring seamless leadership team coverage and support as required.
The ability to multitask and plan and organize in a fast-paced environment is critical.
The successful candidate should have a thorough understanding of business practices and procedures, including compliance to company policies
Must be able to obtain and maintain a Secret Security Clearance.

Responsibilities

Provides confidential administrative and project support to Business area directors, and to their leadership team and employees.
Manages appointments and leader shared calendars for effective and efficient time management.
Schedules meetings and meeting logistics (teleconference/presence, audio-visual equipment, food) independently.
Manages visitor logistics and incoming calls, emails, and meeting requests and dispositions as appropriate.
Prepares organizational memos given draft inputs from leadership and executes distribution.
Works under general direction using business software applications (Word, Excel, Power Point) to create and enhance correspondence, reports, data tables, presentations, agendas, etc., that may be of a highly confidential nature.
Creates presentions from various data sources.
Compiles materials for executive meetings and participates in and hosts meetings, taking minutes, as requested.
Organizes and leads preparation of key meeting arrangements such as program reviews, customer meetings and visits, and employee all-hands meetings.
May be responsible for special projects such as conferences and events.
Arranges business travel and associated expenses, making recommendations to improve efficiencies relative to schedules and budget.
Organizes and maintains confidential files and records.
Performs other duties and responsibilities, as required.
Maintains a safe work environment and ensures compliance with safety objectives and policies.

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