Facilities Administrative Assistant

Job Description

What s it like to work at BAE Systems? In a word, Remarkable! BAE Systems, Inc. is seeking an experienced administrative professional with obsessive attention to detail and excellent communication skills to provide support to the team. This role requires a high degree of tact, initiative, accuracy and judgement, a thorough understanding of business practices and procedures and the ability to interface well with all levels of leadership. The successful candidate will perform a variety of tasks supporting a multi-disciplined organization.

Additional responsibilities include

• Communicate effectively and engage with individuals at all levels of the organization;

• Maintain the facility conference center calendar and work with a high degree of tact and diplomacy to assist internal and external stakeholders in setting up for conference center meetings;

• Coordinate with hiring managers to assign space to new employees in the facility and assist Human Resources with the first day welcoming of new hires;

• Support and control employee access to building, fitness center, and parking garage in coordination with the building landlord;

• Conduct quarterly floor audits ensuring floor plan records are accurate;

• Create purchase orders and payment requests for facility services. Work with accounts payable to resolve issues and ensure the prompt and accurate processing of vendor invoices;

• Provide administrative support in the daily operations of the Inc. Headquarters. The variety of tasks include: maintaining distribution list emails, processing expense reports, reviewing expenses, and providing ad hoc support to issue impacting the facility;

• Maintain a variety of confidential and sensitive records containing private and proprietary data.

Required Education, Experience, & Skills

• High School Diploma/GED and 4 years of work experience or equivalent experience;

• Experience in calendar management, meeting/event scheduling, and travel coordination;

• Experience in MS Office (Outlook, Word, Excel, PowerPoint), Microsoft 365 and Teams;

• Ability to work in a fast-paced environment, multitask, and manage changing priorities;

• Ability to interact effectively with personnel at all levels, inside and outside of the organization;

• Ability to manage, organize, and structure data to support reporting and presentation needs;

• Ability to integrate information from a variety of sources into correspondence, presentation materials, or reports;

• Proficiency with word processing, presentation, spreadsheet, database, email, and calendar software;

• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously;

• Strong communication and interpersonal skills, with the ability to work effectively with senior-level executives and other stakeholders;

• Forward-thinking with problem-solving skills.

Preferred Education, Experience, & Skills

• Associate s Degree;

• Certified Professional Secretary or Certified Administrative Professional;

• Experience/Training in SharePoint, MS Project, Microsoft 365;

• Experience in creating or improving data/file/report management processes/dashboards;

• Experience in meeting/event coordination with 100 attendees;

• Experience in Defense/Government Contracting;

• Ability to think ahead, anticipate needs, and proactively identify and resolve problems.

Pay Information

Full-Time Salary Range: $62210 - $99535

Please note: This range is based on our market pay structures. However, individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience.

Employee Benefits: At BAE Systems, we support our employees in all aspects of their life, including their health and financial well-being. Regular employees scheduled to work 20 hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto, and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non-monetary recognition awards. Other incentives may be available based on position level and/or job specifics.

Facilities Administrative Assistant

108594BR

EEO Career Site Equal Opportunity Employer. Minorities . females . veterans . individuals with disabilities . sexual orientation . gender identity . gender expression