Job Description
Job Description
We are seeking an experienced Executive Assistant with strong attention to detail and excellent communication skills to provide support to the VP of Finance, as well as assist other members of the Finance team. This position will act as the administrative focal point for the Finance Function and will be responsible for providing specialized administrative support for a variety of duties and tasks, as well as day-to-day coordination of meetings and travel.
Primary duties and responsibilities:
Provide confidential administrative support to the VP of Finance and Finance leadership team, which by nature of the position involves high level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.
Maintain the VP calendar, arrange meetings and appointments, including coordination with other business administrative staff on executive calendars.
Manage communications with executive level internal and external customers and communicate with executive, administrative and management to gather and convey relevant information.
Maintain a variety of soft and hard copy records/files that involve company sensitive data with the highest level of confidentiality. Manage all aspects of receiving and screening all forms of communication as required.
Development of presentations for business meetings and others documents as required.
Maintain and track meeting and other action items through completion.
Coordinate, facilitate and provide support for various conferences, meetings and events.
Manage meeting and event logistics and connections, including catering. Coordinate highly visible meetings with domestic and international visitors.
Coordinate extensive domestic and international travel for the VP and staff. Manage travel arrangements, expense reporting and procurement card reconciliation.
Set up and maintain systems of collaboration among leadership team, including SharePoint, Teams, and other applications.
State/Province
Salary Max Point
About BAE Systems Electronic Systems
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.
Clearance Level – Must be able to obtain for position
Shift
Union Job
Business Area
City
Job Posting Title
Required Skills and Education
Prior experience working as an Executive Assistant in a large, dynamic, fast-paced, corporate setting.
A thorough understanding of business practices, procedures, and the ability to interface well with all levels of management.
Experience in coordinating, facilitating, and supporting conferences, meetings, and events.
Experience managing schedules and calendars for executive leadership with complex time commitments.
Must have a proactive approach to problem-solving with strong decision-making skills
Robust ability to multi-task and prioritize daily workload ensuring tasks and deadlines are met
Proficiency in Microsoft Office applications: Teams, Word, Excel, PowerPoint, and Outlook.
Must possess a detail-oriented, highly organized, proactive work ethic.
Proficient verbal and written communications skills
Company
Postal Code
Regular or Temporary
Posting Requirements
Department
Country
Job Family
Preferred Skills and Education
Certified administrative professional
Formal training in Microsoft Office Suite and Microsoft 365