Executive Assistant, Maritime Solutions – Headquarters

BAE Systems•Jacksonville, FL

3d•$66,425 - $106,281•Hybrid

About The Position

BAE Systems Maritime Solutions is seeking an experienced and highly skilled Executive Assistant with polished executive presence, exceptional organizational and time management skills, discretion, sound judgment, and the ability to anticipate needs in a fast-paced, time-sensitive environment. Communication (written/verbal) and impeccable M365 skills are essential. The candidate should be versatile to work with remote and onsite executives/teams. This position will be in Jacksonville, FL within the BAE Systems Maritime Solutions Headquarters (MSHQ) office.

Requirements

Bachelor's Degree and 2 years work experience | Associate’s Degree and 4 years work experience | High School Diploma and 6 years work experience or equivalent experience
Experience in Executive Administration, supporting VP and Director-level executives
Experience in Calendar Management, coordinating complex scheduling for meetings, events, conferences, etc.
Experience in Travel Coordination and Expense Reporting, arranging domestic and international logistics
Ability to work in a fast-paced environment and adapt to changing priorities
Ability to prioritize tasks and manage multiple projects simultaneously
Ability to work effectively with senior-level executives and other stakeholders
Ability to maintain confidentiality and handle sensitive information with discretion
Excellent organizational and time management skills
Strong communication and interpersonal skills
Strong problem-solving skills and ability to think critically
Strong skills in creating PowerPoint presentations for executive meetings
Proficient in Microsoft Office 365, including SharePoint, Word, Excel, PowerPoint, Outlook, and Teams

Nice To Haves

Administrative/Business School or Degree
Certification as a Certified Administrative Professional (CAP) or Certified Executive Administrative Professional (CEAP)
Exceptional customer service skills
Ability to provide an impeccable first impression with MSHQ customers and visitors (U.S. Government, VIPs, board-level executives, etc.)
Experience in Concur

Responsibilities

Manage a group of MSHQ executives’ calendars through MS Outlook/Teams, scheduling/rescheduling appointments and meetings while ensuring timely and efficient use of their time.
Coordinate domestic and international travel arrangements, including flights, hotels, and transportation ensuring all necessary documentation is in order. Work closely with corporate travel agencies for changes/reschedules, etc.
Prepare meeting materials, agendas, and presentations, ensuring the MSHQ executive staff is well-prepared. Utilize exceptional skills within MS Power Point and other presentation tools, as required.
Assist the MSHQ executive staff with special projects, such as preparing reports, analyzing data, planning executive offsites, and conducting research, as required.
Serve as a liaison between the MSHQ executive staff and BAE Systems’ internal stakeholders, including employees, managers, and other sector and business area executives, ensuring pleasant and effective communication, while resolving issues promptly.
Maintain confidentiality and handle sensitive information with discretion adhering to company policies and procedures, as required.
Perform various administrative tasks, such as travel expense reimbursement(s), PowerPoint creation, and record-keeping, ensuring accurate and timely completion.
Provide collaboration and partnership with other business area site admin staff, as required ensuring a collaborative and productive work environment.
Identify areas for process improvement, implement changes as required while increasing efficiencies within the MSHQ location.