Office Manager / Business Ops Analyst

BAE Systems•Hill AFB, UT

2d•$61,278 - $104,173•Onsite

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 (ICBMs). This role serves as the central hub of a fast-paced office environment, ensuring leaders remain focused on strategic priorities while daily operations run efficiently and seamlessly. The ideal candidate thrives in a dynamic setting, excels at managing competing priorities, and possesses exceptional calendar management, scheduling, and communication skills. Success in this role requires strong judgment, discretion, adaptability, and the ability to anticipate leadership needs before they arise.

Requirements

3 years relevant work experience.
Prior experience providing executive assistance and office management.
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.

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.
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.