Executive Admin, Communications

Job Description

ou dont see it, but its there. Our employees work on the worlds most advanced electronics from saving emissions in the City of Lights to powering the Mars Rover to protecting the F- 35 fighter jet. At Electronic Systems, youll be among the brightest minds, working on the aerospace and defense industrys most difficult problems. Drawing strength from our differences, were innovating for the future. And you can, too. Our flexible work environment provides you a chance to change the world without giving up your personal life. We put our customers first exemplified by our missions: We Protect Those Who Protect Us and We Innovate For Those Who Move The World (TM). Sound like a team you want to be a part of? Come build your career with BAE Systems.

Electronic Systems is seeking a highly organized and skilled Functional Support Specialist to provide administrative support to our Vice President of Communications. The successful candidate will be responsible for managing the Vice President's schedule, coordinating travel arrangements, preparing correspondence, and providing general administrative assistance. The Functional Support Specialist will serve as a key liaison between the Vice President, internal stakeholders, and external partners, ensuring seamless communication and efficient operations.

Key Responsibilities:

Administrative Support:
Contributes to a positive team culture through professionalism, adaptability and a collaborative spirit
Manage the Vice President's calendar, scheduling appointments, meetings, and events as needed
Coordinate travel arrangements, itineraries, and expense reports for the VP and his/her direct reports
Coordinate office and hotel booking at NH sites for VP and direct reports.
Coordinate and manage team meetings/gatherings (strategy sessions/team all-hands, etc.), including agenda preparation, materials distribution, notes taking, and action item tracking.
Event coordination for Communications-planned events (ex. Leadership meetings, Communications Conference, etc.) including but not limited to travel arrangements, catering and meals arrangements, technology set-up, etc. Travel to events for oversight may be required.
Prepare and edit correspondence, reports, presentations, and other documents as required. Maintain accurate and up-to-date records and files.
Management of sports ticket employee recognition program (Ticket payments, ticket distribution, training of other admins, audit requirements, etc.)
Management of functional subscriptions and common technology purchases (professional development associations, media publication tracking, etc.)
Management of computer purchases and team hardware allocations.
Track and monitor annual external industry award opportunities. Coordinate with the VP and direct reports for submissions.
Support new vendor setup and payment processing through procurement systems.
Manage the functions employee recognition programs (e.g., birthdays, milestones, awards.)
Communication and Coordination:
Serve as a primary point of contact for internal stakeholders, external partners, and vendors
Respond to phone calls, emails, and messages in a timely and professional manner
Coordinate meetings, events, and projects with various teams and stakeholders

Special Projects:
Assist with special projects, such as event planning, research, and data analysis
Manage multiple projects simultaneously
Develop and maintain spreadsheets, databases, and other tools to support the Vice President's work
Develop and maintain efficient systems and processes to improve team operations
Relationships, Confidentiality, and Discretion:
Build and maintain strong relationships with executives, assistances, and stakeholders across the organization
Maintain confidentiality and handle sensitive information with discretion
Ensure compliance with company policies and procedures

Based on multiple factors, remote work may be a possibility for this position, at the discretion of the business.

Required Education, Experience, & Skills
+ years of experience as a Functional Support Specialist or similar role, preferably supporting a senior-level executive
Excellent organizational, time management, and communication skills
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and M365 Teams
Strong attention to detail and ability to prioritize tasks effectively
Ability to maintain confidentiality and handle sensitive information
Contributes to a positive team culture through professionalism, adaptability and a collaborative spirit
Strong problem-solving and analytical skills

Preferred Education, Experience, & Skills
Experience in the communications or public relations field
Previous experience supporting executive level leadership
Certification in administrative assistance or a related field (e.g., Certified Administrative Professional (CAP))

Pay Information
Full-Time Salary Range: $56554 - $90487

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.

About BAE Systems Electronic Systems
BAE Systems, Inc. is the U.S. subsidiary of BAE Systems plc, an international defense, aerospace and security company which delivers a full range of products and services for air, land and naval forces, as well as advanced electronics, security, information technology solutions and customer support services. Improving the future and protecting lives is an ambitious mission, but its what we do at BAE Systems. Working here means using your passion and ingenuity where it counts defending national security with breakthrough technology, superior products, and intelligence solutions. As you develop the latest technology and defend national security, you will continually hone your skills on a teammaking a big impact on a global scale. At BAE Systems, youll find a rewarding career that truly makes a difference. Electronic Systems (ES) is the global innovator behind BAE Systems game-changing defense and commercial electronics. Exploiting every electron, we push the limits of what is possible, giving our customers the edge and our employees opportunities to change the world. Our products and capabilities can be found everywhere from the depths of the ocean to the far reaches of space. At our core are more than 14,000 highly talented Electronic Systems employees with the brightest minds in the industry, we make an impact for our customers and the communities we serve.

This position will be posted for at least 5 calendar days. The posting will remain active until the position is filled, or a qualified pool of candidates is identified.