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Job Description

BAE Systems Jacksonville Ship Repair is looking for a highly skilled and motivated Functional Support Specialist II to join our team and provide executive-level support to the Vice President/General Manager (VP/GM) and staff. In this role you will represent the organization on administrative matters, such as managing calendars and conference rooms, executive office correspondence, coordinate travel arrangements and facilitate executive meetings and events. The Functional Support Specialist II will represent the organization with professionalism, integrity, and confidentiality while supporting the VP/GM in achieving the company s goals and in the performance of their role and responsibilities.

Responsibilities:

• Support VP/GM in administration duties of Jacksonville Ship Repair on a daily basis; manage front office to operate smoothly, and provide assistance as required to VP/GM s Direct Reports when required.

• Review documents submitted for VP/GM s approval for accuracy and necessary attachments as required.

• Manage VP/GM s calendar: daily, weekly, monthly.

• Coordinate meetings with Direct Reports and other staff as required, with Ship Repair Corporate Staff, representatives of other BAE Systems entities, senior military officers, Congressmen/ government officials and other customers as required.

• Schedule/coordinate logistics/visits with senior military officers, Congressmen, senior managers of customer companies, and representatives of other BAE Systems entities on behalf of the VP/GM. Ensure that meeting locations are adequate, that requirements for meeting attendees are met, including resources (computers, telephones, etc.) meals/refreshments as required, that all visitors have the necessary personal protective equipment when touring the yard, and that all Export Control requirements for visiting Foreign Nationals are met.

• Coordinate and schedule business travel arrangements in an efficient and cost-effective manner for the VP/GM and his Direct Reports and/or their staff as required. Submit VP/GM s expense reports in a timely manner. Verify that expense reports submitted by Direct Reports or their staff members are complete and accurate prior to approval by the VP/GM.

• Management of incoming/outgoing correspondence and telephone calls. Follow up with appropriate action as required.

• Assist VP/GM in various board memberships and involvement in community-related activities as required.

• Receive, sort, and distribute all incoming US Postal Service mail.

• Act as Building Manager and coordinate with Facilities Manager on all matters related to building issues and/or discrepancies.

• Serve as point of contact for arranging retirement functions with HR.

• Act as Office Manager. Maintain an inventory of on-hand office supplies, water, coffee supplies, etc., order business cards, and ensure supplies are maintained in the EOC for Emergent Weather planning.

• Manage Purchase Card used to purchase food for lunches, guests, presentations, bereavement flowers, etc.

• Coordinate monthly recognition events to include, but not limited to, seasonal employee luncheons (spring, Thanksgiving, Christmas), Military Appreciation Month, Pride Month, etc.

Required Education, Experience, & Skills

• Strong Microsoft Office skills to include Word, Excel, PowerPoint, Outlook, SharePoint, etc.

• Timeliness, accuracy, attention to detail, and efficiency are required to assist the VP/GM in the daily performance duties.

• Experience managing travel and expenses.

• Professionalism, tact, and confidentiality.

• Excellent work ethic and integrity

• Experience preparing presentations and reports.

• Exhibit sound interpersonal skills involving interfacing, coordinating, and negotiating with company personnel, customers, and suppliers.

• Must be able to obtain Defense Biometric Identification (DBIDS) credentials for access to Navy installations.

Preferred Education, Experience, & Skills

• Customer service experience.

• Experience working for manufacturing/construction companies.

Pay Information

Full-Time Salary Range: $58300 - $99100

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.

Executive Administrative Assistant

101239BR

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