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Job Description

BAE Systems is looking for a highly skilled and motivated executive assistant to join our NATO Seasparrow Project Office (NSPO) program team and provide executive-level support to the program manager and other senior staff. As an executive assistant, you will be responsible for managing the command calendar, front office correspondence, coordinate travel arrangements and facilitate program meetings, events, and communications. You will be expected to recommend, interpret, and/or implement internal administrative policies and procedures for NSPO and associated BAE Support staff. You will also assist with various tasks related to the program operations, such as preparing reports, presentations, and briefings, conducting research, liaising with internal and external stakeholders, and assisting with the NSPO social events, as required.

Job Function:

The successful candidate will be required to:

• Manage administrative support personnel by overseeing their daily activities, providing guidance, setting performance expectations, and ensuring efficient workflow within the team.

• Reviews, reconciles, and allocates purchasing card transactions accurately and promptly. Ensures timely and accurate submissions of supporting documentation for reconciliations.

• Manage and maintain the NSPO Front Office calendars to coordinate workflow and meetings.

• Coordinate and facilitate program meetings, events, and communications, such as staff meetings, program reviews, stakeholder engagements for the NSPO Front Office and technical divisions to include Webex/MS Teams hosting and driving presentations.

• Process/handle electronic correspondence to apply signatures from the NSPO Front Office, National Deputies, and Division Directors, and upload completed documents to the appropriate electronic storage system.

• Prepare and distribute meeting support material such as meeting agendas, minutes, briefing books, budget books, handouts, documentation, memorandum, letters, and ensure compliance with Navy and NSPO policies and procedures.

• Proofread records, forms, letters, and other documentation for typographical and other mistakes.

• Format correspondence, documents, presentations, and charts, in which the format and terms may be complex to ensure quality, accuracy, and consistency.

• File and retrieve organizational documents, records, and reports.

• Liaise and collaborate with internal and external stakeholders, such as program staff, customers, contractors, and partners to maintain positive and professional relationships.

• Coordinate travel arrangements and customer meeting support for the NSPO.

• Provide back-up assistance to the Front Desk Receptionist, as needed (i.e., greet new visitors, answer all incoming calls and forward as appropriate; receive all unclassified mail and log material into appropriate file; oversee visit requests and receive all visitors, oversee shipment of all outgoing packages for BAE Systems and government staff, etc.)

• Perform general clerical duties to include, but not limited to, photocopying, mailing, and electronic filing.

• Assist and participate in special social and professional events.

Required Education, Experience, & Skills

• High school diploma or equivalent.

• Active Secret security clearance.

• At least 5 years of experience as an executive assistant, preferably in a navy or government program office.

• Proficient in Microsoft 365 applications, such as Word, Excel, PowerPoint, and Outlook, and other program management tools, such as SharePoint, and Teams.

• Proficient in Cisco Webex and MS Teams.

• Positive interpersonal skills and excellent communication, organization, and time management skills.

• Ability to work independently and as part of a team and handle multiple tasks and deadlines in a fast-paced environment.

• Ability to travel internationally to support customer meetings.

• Ability to handle confidential and sensitive information with discretion and integrity.

Preferred Education, Experience, & Skills

• Bachelor s degree in Business Administration, Communication, or related field, or equivalent work experience.

• Familiarity with the Department of the Navy Correspondence Manual.

• Familiarity with NMCI.

• Familiarity with Microsoft Project Server.

• Knowledge of DoD Acquisition Regulations.

• Familiarity with US gov t/military protocols and structure.

Pay Information

Full-Time Salary Range: $78760 - $133870

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.

Senior Functional Support Specialist

99874BR

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