Office Manager / Business Ops Analyst

BAE Systems•Hill AFB, UT

7d•$61,278 - $104,173

About The Position

BAE Systems is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leadership supporting the Air Force’s current Minuteman III and next-generation Sentinel Intercontinental Ballistic Missile programs. The role serves as a central hub for a fast-paced office environment, helping leaders focus on strategic priorities while ensuring daily operations run efficiently. It requires strong judgment, discretion, adaptability, and the ability to anticipate leadership needs while managing competing priorities. The position provides direct administrative support to multiple senior leaders, including calendar and meeting coordination, communications management, travel arrangements, preparation of meeting materials, and follow-up on actions and deadlines. It also serves as the primary point of contact for office operations, coordinating workflows, events, visits, onboarding logistics, and administrative systems. The role involves liaison and communication responsibilities across leadership, staff, customers, and external partners, including the careful handling of sensitive and confidential information.

Requirements

At least 7 years of relevant work experience.
Prior experience providing executive assistance and office management.
Eligibility to obtain and maintain a Secret security clearance.
Proficiency with Microsoft Office, Adobe, and other common business applications.
Positive, team-oriented, results-oriented attitude.
Strong initiative, attention to detail, prioritization, and multitasking abilities.
Excellent customer service and interpersonal skills; trusted, reliable, and prompt.
Excellent written and verbal communication skills, including the ability to communicate clearly and concisely.
Ability to learn quickly and adapt to emerging requirements.

Responsibilities

Provide direct administrative support to multiple senior leaders.
Manage complex, frequently changing calendars and resolve scheduling conflicts while balancing organizational priorities.
Coordinate meetings, conferences, and executive engagements across 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.
Coordinate with internal and external stakeholders to optimize leadership availability and meeting effectiveness.
Anticipate scheduling challenges and develop solutions to minimize disruptions.
Ensure leaders are 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 and files, and handle sensitive information confidentially.
Support onboarding activities and office logistics as required.
Act as a liaison between leadership, staff, customers, and external partners.
Facilitate cross-departmental communication to support 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.