FAST Labs - R3 Administrative Assistant V

BAE Systems•Merrimack, NH

2d•Onsite

About The Position

FAST Labs™ is a world-class research and microelectronics production organization. Our vision, ‘we secure the future through fearless innovation’, fuels our curiosity, and propels our teams to take on ‘never been done before’ challenges. We believe how we work is just as important as what we work on, and we are guided by three key principles: We are one team who embraces the power of learning and collaboration; We innovate for impact; and Our innovation is multidimensional. Sitting at the heart of BAE Systems Electronic Systems (ES), FAST Labs defines the next generation of technology across ES’s defense and commercial portfolios. We are seeking a highly skilled and experienced Administrative Assistant to provide support to the R3 Product Line Director and members of the R3 leadership team. As a key member of the R3 Leadership Team, the individual will be responsible for helping to drive business execution within the organization. The successful candidate will be responsible for managing the Product Line Director and members of the R3 leadership team calendars, coordinating travel arrangements, preparing correspondence, tracking of organizational action items, and performing various administrative tasks. Due to the senior nature of this role, the successful candidate will also be responsible for leading and coordinating administrative standards and best practices across FAST Labs and for mentoring other administrative assistants.

Requirements

Five (5) years as an Administrative Assistant or similar role
Proven track record of providing exceptional support to senior-level executives
Excellent communication, organizational, and time management skills
Proficient in Microsoft 365 Office Suite; particularly SharePoint, Teams Channels, Excel, Word, and PowerPoint
Experience with video conferencing applications (Microsoft Teams, Skype, Zoom, etc.)
Experience with complex calendar management, and travel coordination tools
Strong problem-solving and analytical skills, intuitive, highly organized, and detailed-oriented self-starter
Ability to work in a fast-paced environment and prioritize multiple tasks and deadlines

Nice To Haves

Associate’s degree in Secretarial Sciences, Business Administration, Communications or other related, or 10 years relevant work experience.
Prior experience working as an Administrative Assistant in an engineering or manufacturing environment
Proficiency with Microsoft Teams and SharePoint

Responsibilities

Proactively schedule and maintain R3 Leadership Team (R3LT) recurring meetings and multiple leader calendars; drive the product line business rhythm
Maintain confidentiality and handle sensitive information with discretion
Conducts senior-level correspondence with Administrative Assistants inside and outside FAST Labs to coordinate calendars and activities
Independently identifies new projects and builds new bodies of work to improve the business area
Provides in-meeting support as needed to drive productive meeting outcomes
Coordinate and prepare materials for meetings, presentations, and other events
Attends R3LT meetings, takes meeting notes, documents and tracks status of action items identified
Prepare and edit correspondence, reports, and other documents as required
Administers R3LT Microsoft 365 SharePoint site and Teams channels
Develop and maintain accurate and up-to-date records, files, and databases
Provide support for special projects and initiatives
Coordinate scheduling with internal stakeholders, including other departments and teams
Communicate with executive, administrative and line management personnel to gather or convey relevant information
Provide exceptional customer service and support to internal and external stakeholders
Support of leadership team to include meeting and conference coordination, event planning, and reporting
Collaborates closely with other administrative assistants; directs administrative assistants within the business area as needed to ensure business continuity and success
Order office supplies, new/replacement IT equipment, and submit facilities/maintenance requests on behalf of the team
Perform other administrative tasks as required