CASY-MSCCN Jobs

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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