Executive Assistant

Job Description
It’s about the journey. Whether it’s a bus ride or flight, our commercial electronic systems help transport millions of passengers every day. Every second a plane takes off somewhere in the world, enabled by our flight-critical products. On the ground, our electric and hybrid solutions save more than 22 million gallons of fuel per year. Be part of our journey at Electronic Systems where you’ll be among the brightest minds, working on the industry’s most difficult problems. Drawing strength from our differences, we’re 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 mission: “We Innovate For Those Who Move The World.” Sound like a team you want to be a part of? Come build your career with us.

The position requires executive communication skills, strong collaboration, a high level of judgement, strong organizational skills, tremendous attention to detail and the ability to meet tight deadlines while balancing multiple priorities. This position requires a high level of integrity and discretion in handling sensitive information. This role will also operate as part of a highly collaborative administrative team, ensuring seamless leadership team coverage and support as required.

Responsibilities include, but are not limited to:

1. Calendar Management

Provides strategic calendar management and time planning support for the VP GM, Deputy VP GM, and other staff members as required. Ensure time sensitive requests are addressed with priority. Aligns meeting schedule based on knowledge of VP’s preferences and operating styles (e.g., prep time, personal needs, allocation to business priorities). Coordinate to identify and provide delegates for meeting conflicts as needed and keeps the VP informed. Collaborates with CASLT members and peers to enable decision making processes and ensure tasks get accomplished on time. Engages with stakeholders/business to cascade information as needed.

2. Travel Management

Anticipates and manages travel arrangements (e.g., accommodations, transportation, security, approvals) for members of the CAS leadership team. Creates detailed itineraries/agendas for daily activities, setting and managing travel expectations to maximize trip productivity, and facilitates planning coordination across stakeholders. Coordinates and briefs the preparation of travel book including talking points for meetings/presentations, and executes on logistics of agenda. Acts as a stand-by resource to address issues/escalations during business travel. Ensures compliance with international/domestic travel rqeuirements, including documents (e.g., immunization records, visas). May accompany VPs on business trips to provide onsite support. Manage and track expense reports within required timelines.

3. Meeting Management

Coordinate local, virtual and offsite meetings. Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads) in advance of meetings to facilitate efficient and effective meetings. Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate. May attend meetings and/or ensure follow-up as needed. Documents and finalizes meeting minutes.

4. Hands on Support

Support the VPs by actively managing, organizing, drafting, and responding to emails on the VP’s behalf. Coordinate with internal and external partnerships on emails that requires the VP’s immediate attention and those that can be handled during planned office hours. Coordinate to ensure time sensitive requests are raised and addressed.

5. Communication

Responsible to manage communications with senior level internal and external customers, including ability to interact professionally with senior executives, visitors, vendors, and other executive assistants within the company. Interact with personnel at all organizational levels to coordinate activities, gather information, and prepare reports.

6. Professionalism

A high level of integrity and discretion along with tact, initiative, accuracy, judgement and superior interpersonal and communication skills. Handle sensitive and confidential business information and material diplomatically. Support and maintain an executive office environment, providing a welcoming, professional and friendly presence.

7. Flexibility and Adaptability

Ability to operate in a dynamic, fast-paced environment, balancing multiple priorities. Able to work well under pressure and have the confidence to make informed decisions independently.

8. Culture

Support a culture that embraces inclusion, diverse perspectives, and collaboration.

9. Other duties as requested.

Required Education, Experience, & Skills

H.S. Diploma and 4+ years work experience, or equivalent experience Associate's degree and 2+ years work experience, or equivalent experience Proven executive communication skills Strong collaboration skills High levels of judgement, integrity, and discretion, with experience handling sensitive, business critical information Superior attention to detail and organizational skills Proven ability to take initiative, managing multiple priorities in a dynamic environment, working to tight timelines Prior experience managing travel planning, logistics, briefs and expense reports Prior experience preparing reports, meeting briefs, and presentations and tracking actions Intermediate skills in MS Office, MS Teams, MS Outlook

Preferred Education, Experience, & Skills

• 5+ years supporting multiple senior executives simultaneously
• Prior experience coordinating international travel compliant to policy guidelines
• Prior experience representing the business with domestic/international customers and senior executives
• Advanced skills in MS Office, MS Teams, and Outlook with proven methods to efficiently manage email for senior executives

Pay Information
Full-Time Salary Range: $57685 - $92297

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 it’s 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 team—making a big impact on a global scale. At BAE Systems, you’ll 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.