Job Information
BAE Systems Administrative Assistant in Rome, New York
Job Description
BAE Systems Intelligence & Security (I&S) sector is seeking a well-organized Administrative Assistant to join the Materiel Solutions (MS) business unit in Rome, NY. The MS team supports many efforts of our defense and intelligence customers to solve complex technical challenges. In this role, the Administrative Assistant will manage high volume travel and expense reporting for the business unit as well as work on a combination of administrative tasks across functional areas.
Additional Responsibilities include:
Receiving visitors at the front desk, greeting and directing them as appropriate, and informing company personnel of visitor arrival
Handle onsite shipping and receiving
Maintaining employee /department directories as well as answering calls
Creating business unit branding materials and communications via Adobe, Microsoft or other programs
Maintaining security posture by issuing visitor badges and following security procedures
Arranging travel for employees in accordance with contract and corporate requirements, tracking and submission of travel expense reporting
Recording and preparing meeting minutes/action items; tracking action items to completion
Providing executive assistant support and assistance to the Business Unit Lead
Managing and maintaining site office supply inventory
Ensure schedules are met while identifying any possible conflicts with customer and contract requirements
Developing and maintaining effective relationships with the support team as well as other functional team personnel while also providing cross functional team support
Providing support and back up to Operations team
Assist in the preparation of reports (other submissions) to internal and external customers
Act as local onsite representative for corporate safety team
Scheduling and facilitating business /customer meetings
Performing on-boarding education and support for new personnel
Participating in program and project review preparation meetings
May prepare budgeting, project scheduling, and statistical reports as required
Required Education, Experience, & Skills
Associates degree with minimum 2 years of experience
Experience using software to maintain and access databases to prepare reports
Proficiency with Microsoft Office software suite (Excel, Word, PowerPoint, etc)
Excellent written, verbal communication, problem solving, and presentation skills
Experience multitasking and working under frequent deadlines
Preferred Education, Experience, & Skills
Sufficient in Travel & Expense management
Creative thinker to bring new ideas for employee morale and engagement activities
Ability to be proactive and prepare for upcoming tasks
Prior office management and inventory experience
Shipping and receiving management experience
Create branding materials and business unit communications via Adobe, Microsoft or Canva
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.
Administrative Assistant
100821BR
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BAE Systems
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