Executive/Financial Assistant

Job Description
What’s it like working at BAE Systems? In a word, Remarkable. BAE Systems, Inc. is seeking an experienced administrative professional with obsessive attention to detail and excellent communication skills to provide support to the Vice President (VP) of Tax and Treasury and their staff.
This position will act as the administrative focal point for the VP and an integral member of the VP’s teams. The Executive/Financial Assistant must be helpful, personable, professional and able to juggle multiple tasks in a fast-paced environment. This position requires the ability to handle matters that are critical or confidential with appropriate care and diplomacy. Additional responsibilities and opportunities exist to lead and support significant projects within the tax and treasury department. Individuals interested in developing experience and capabilities are encouraged to apply!
This is a hybrid role with 1-2 days onsite.
Primary Duties and Responsibilities:

• Support the Vice President of tax & treasury and staff as the administrative focal point;
• Create, edit and format documents, including highly visible business letters, memoranda, presentations, reports and other documents as requested, including in Word, PowerPoint and Excel;
• Create purchase requisitions and manage payment of invoices from accounting firms and other outside vendors and track and report spending;
• Daily review of treasury wires;
• Enter quarterly tax payments into our reporting system. Requires attention to detail, ability to track and update large amounts of payments and data;
• Assist with the review and preparation of written documents in connection with notices from federal and state tax authorities;
• Manage the filing of quarterly and annual income tax returns including overall tracking of returns, preparation of certified mail receipts, postage of tax returns and matching checks with the appropriate tax returns;
• Maintain, update and track changes to our tax organizational chart in Microsoft Visio including monthly coordination with the legal group;
• Assist with electronic funds transfer applications based on state tax filing requirements;
• Maintain and update our internal tax and treasury file structure;
• Manage communications with internal and external customers, including ability to interact professionally with senior executives, visitors, vendors and other executive assistants within the company;
• Coordinate, facilitate and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams meetings. Arrange for and assist with the catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings;
• Perform general administrative duties including but not limited to typing, copying, collating, stapling, preparing packages for delivery, filing, record-keeping and data entry;
• Coordinate travel for the VP and designated staff through the Concur travel coordinator. Manage travel arrangements, meeting preparation, expense reporting and procurement card reconciliation. Includes preparation of travel briefing packets for VP and staff and ability to trouble-shoot travel changes in real time;
• Manage all aspects of receiving and screening all forms of communication as required;
• Ad-hoc projects to support the teams on projects such as tracking research credit memos requiring approval from subject matter experts across the company;
• Other duties as requested, including the willingness to take direction on such assignments.

Required Education, Experience, & Skills

• High School diploma or equivalent with 5+ years of related experience (Bachelor's degree may replace the experience requirement);
• Must have excellent administrative and organization skills, including advanced level proficiency in Microsoft Office applications: Word, Excel, PowerPoint and Outlook;
• General knowledge of computer hardware and office equipment;
Notary public credentials.

Preferred Education, Experience, & Skills

• Administrative/business school or Associates degree;
• Certified professional secretary or certified administrative professional;
• Formal training in Microsoft Office Suite to include Outlook;
• 8+ plus years of related experience;
• Para-professional experience.

Pay Information
Full-Time Salary Range: $69520 - $111210
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, Inc.
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.
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.