Administrative Assistant

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.
About BAE Systems Intelligence & Security
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.
Intelligence & Security (I&S), based in McLean, Virginia, designs and delivers advanced defense, intelligence, and security solutions that support the important missions of our customers. Our pride and dedication shows in everything we do—from intelligence analysis, cyber operations and IT expertise to systems development, systems integration, and operations and maintenance services. Knowing that our work enables the U.S. military and government to recognize, manage and defeat threats inspires us to push ourselves and our technologies to new levels.
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.