Office Manager / Business Ops Analyst

BAE Systems•Hill AFB, UT

2d•$75,254 - $127,930•Onsite

About The Position

This role provides direct administrative support to multiple senior leaders, managing complex calendars, coordinating meetings and events, preparing materials, and handling communications. It also involves coordinating domestic and international travel, managing office operations and workflows, and acting as a liaison between leadership, staff, customers, and external partners. The position requires maintaining confidentiality, supporting onboarding, and facilitating communication across departments.

Requirements

3 years relevant work experience.
Prior experience providing executive assistance and office management.
Prior experience planning large events and onsite visits for multiple day agendas.
Prior experience planning travel for 50+ attendees, including air and lodging.
Eligibility to obtain and maintain a Secret security clearance.
Proficiency with the Microsoft Office software suite, Adobe, and other common business applications.
Highly positive attitude with a team player mentality, results oriented.
Strong initiative, acute attention to detail, and ability to prioritize workloads and multitask effectively.
Excellent customer service and interpersonal skills - trusted, reliable, and prompt.
Excellent communicator -- able to speak and write clearly and concisely.
Fast learner with demonstrated ability to adapt quickly to emerging requirements.

Nice To Haves

Experience working with the U.S. Air Force or other military branch.
Active DoD Secret or Top-Secret security clearance.
Business Operations experience.
Experience with agile software tools: JIRA, Confluence.
Experience with government classified IT systems.

Responsibilities

Provide direct administrative support to multiple senior leaders.
Manage complex and frequently changing calendars, prioritizing appointments and resolving scheduling conflicts.
Coordinate meetings, conferences, and executive engagements across multiple stakeholders and organizations.
Prepare agendas, meeting materials, briefing documents, and action item trackers.
Screen and prioritize communications, ensuring timely responses and follow-up.
Coordinate domestic and international travel arrangements, itineraries, and expense reporting.
Manage key events for stakeholders and leadership.
Maintain and manage multiple executive calendars simultaneously.
Identify, prioritize, and resolve scheduling conflicts while balancing competing organizational priorities.
Coordinate with internal and external stakeholders to optimize leadership availability and meeting effectiveness.
Anticipate scheduling challenges and proactively develop solutions to minimize disruptions.
Ensure leaders are fully prepared for upcoming meetings, deadlines, and engagements.
Serve as the primary point of contact for office operations and administrative functions.
Manage office workflows, processes, and administrative systems to maximize efficiency.
Coordinate office events, leadership visits, team meetings, and special projects.
Track action items, deadlines, and deliverables across multiple teams.
Maintain organizational records, files, and sensitive information with a high degree of confidentiality.
Support onboarding activities and office logistics as required.
Act as a liaison between leadership, staff, customers, and external partners.
Facilitate communication across departments to ensure alignment and timely execution of priorities.
Exercise sound judgment when handling sensitive or confidential matters.
Build and maintain positive professional relationships with stakeholders at all levels.