Administrative Support Specialist

Job Description

BAE Systems is seeking a highly organized and proactive Administrative Support Specialist to provide essential operational support to the program and technical teams of a high-profile U.S. Navy weapon system. The successful candidate will serve as a cornerstone of the Strategic Systems Program (SSP), ensuring the seamless execution of business operations, complex event logistics, and Program Management Office (PMO) activities.

Key Responsibilities

Event & Meeting Coordination

• Lead the scheduling and logistical planning for meetings, conferences, workshops, and special events.

• Coordinate and facilitate Microsoft Teams meetings for the PMO and business operations, including the preparation and presentation of supporting materials.

• Manage the end-to-end process for meeting minutes, ensuring accurate documentation and timely delivery of action items.

• Process and submit visit requests for customer meetings, training events, and conferences.

Business Operations Support

• Provide cross-functional administrative support to key business areas, including Training, Talent Acquisition, and Safety.

• Manage travel expense processing and related administrative duties.

• Review administrative policies and processes to advocate for improvements and efficient disposition.

• Update and maintain internal work instructions to ensure operational consistency.

Personnel & Facility Management

• Lead the onboarding process for new hires across all program areas.

• Develop and maintain the accuracy of onboarding tools, checklists, and integration materials.

• Coordinate internal office and cubicle moves and maintain up-to-date office seating charts.

General Support

• Provide flexible administrative assistance to other groups within the SSP Program as required.

• Perform other related duties as assigned to support the operational needs of the SSP Program.

• Monitor and welcome guests as enter the BAE office.

• Ensure security procedures are followed for all visitors entering the space.

Required Education, Experience, & Skills

• Microsoft Office Suite Proficiency: Intermediate to advanced skills in Outlook (Calendar management), Teams (Meeting hosting/presentation), and Word (Document formatting)

• Calendar & Schedule Management: Proven experience coordinating meetings across multiple stakeholders and managing complex schedules

• Strong Written Communication: Ability to transcribe meeting minutes and draft clear, concise professional emails and work instructions

• Organizational Ability: A demonstrated system for tracking "to-do" lists and following up on action items without reminders

• Basic Logistics Coordination: Experience arranging the basic requirements for a meeting or event (room booking, invites, materials)

• Ability to work well with cross-functional teams and promote collaboration across organizational boundaries

• Collaboration: Ability to work effectively with cross-functional teams and promote collaboration across organizational boundaries

• Leadership Support: Ability to support senior leadership and diverse teams within a dynamic, fast-paced environment

Preferred Education, Experience, & Skills

• Defense/Government Experience: Prior experience working with the DoW or Navy, specifically understanding the formality and security requirements of a prime contractor

• Security Clearance/Visit Request Knowledge: Familiarity with the process of submitting visit requests or working within a secure facility (SCIF/Closed Area)

• Onboarding Experience: Prior experience acting as a "point of contact" for new hires or managing an onboarding checklist

• Expense Reporting: Familiarity with corporate travel tools (e.g., Concur or similar) for submitting and auditing travel expenses

• Process Improvement Mindset: A history of looking at a manual process (like a seating chart or a checklist) and suggesting a more efficient way to manage it

Pay Information

Full-Time Salary Range: $48438 - $77500

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 Support Specialist

131942BR

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