Executive Administrative Assistant

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. 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.

• 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, Congress/ 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.
• Ability to manage 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.
• Experience with inventory management
• 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.
• Project management experience

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.


About BAE Systems Platforms & Services
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.

The Platforms & Services (P&S) sector under BAE Systems, Inc does the big stuff: the armored combat vehicles, naval guns, missile launchers, and naval ship repair…just to name a few. Our employees take pride in the work they do and why they do it. They are on the front lines every day, building our products to protect the lives of those who serve. We may be biased, but we think P&S does some of the coolest work around, and we think you will too.

Our Commitment to Diversity, Equity, and Inclusion:
At BAE Systems, we work hard every day to nurture an inclusive culture where employees are valued and feel like they belong. We are conscious of the need for all employees to see themselves reflected at every level of the company and know that in order to unlock the full potential of our workforce, everyone must feel confident being their best, most sincere self and be equipped to thrive. We provide impactful professional development experiences to our employees and invest in social impact partnerships to uplift communities and drive purposeful change. Here you will find significant opportunities to do meaningful work in an environment intentionally designed to be one where you will learn, grow and belong.

Salary : $58,300 - $99,100