Administrative Assistant IV

BAE Systems•San Diego, CA

5d•$55,304 - $88,487•Onsite

About The Position

Our Engineering department is seeking a collaborative, professional, innovative and self-motivated administrative assistant to support the top level leadership and other staff members as required. The administrative assistant will be responsible for the day-to-day coordination of the business rhythms, supporting meetings with logistics and catering, travel arranging, and other administrative duties as captured below. The position will require the ability to use a high degree of tact and diplomacy in handling matters that are critical or confidential in nature.

Requirements

High School Diploma and 4 years work experience (Bachelor's degree may replace the experience requirement.)
General knowledge of computer hardware and office equipment.
Advanced level proficiency in Microsoft Office applications: Word, Excel, PowerPoint, and Outlook.
Prior experience within SharePoint is highly desired.

Nice To Haves

Administrative/business school or associate degree
Formal training in Microsoft Office Suite to include Outlook
5 plus years of related experience

Responsibilities

Manage communications with senior level internal and external customers
Coordinate, facilitate and provide support for various conferences, meetings and events with a high degree of tact and diplomacy.
Manage Microsoft Teams connections and coordinate meetings. Handle the catering for meetings and events.
Lead and assist with critical projects. Create PowerPoint presentations with embedded excel for business meetings and others documents as required.
Produce graphs and tables, use spreadsheets efficiently, and perform calculations and automation to process large volumes of data.
Support metrics analysis, web maintenance and SharePoint coordination.
Coordinate travel arrangements, manage expense reporting and procurement card reconciliation.
Make decisions and use good judgement in order to prioritize and to negotiate when faced with competing demands.
Compile special reports and help conduct special projects as required.
Communicates with executive, administrative and line management personnel to gather or convey relevant information.
Perform general administrative duties including but not limited to: copying, filing, record-keeping and data entry.
Maintain the calendars, arrange meetings and appointments. Maintain and track meeting action items through completion.
Maintain office supplies that are essential for successful operation for the organization.
Other duties as requested.