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Executive Administrative assistant

baesystems.com Logo

Baesystems

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Location:
United States , Merrimack

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Contract Type:
Not provided

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Salary:

63454.00 - 101526.00 USD / Year

Job Description:

FAST Labs™ is a world-class research and microelectronics production organization. Our vision, ‘we secure the future through fearless innovation, fuels our curiosity, and propels our teams to take on ‘never been done before’ challenges. We believe how we work is just as important as what we work on, and we are guided by three key principles: We are one team who embraces the power of learning and collaboration; We innovate for impact; and Our innovation is multidimensional. Sitting at the heart of BAE Systems Electronic Systems (ES), FAST Labs defines the next generation of technology across ES’s defense and commercial portfolios. We are seeking a highly skilled and experienced Executive Administrative Assistant to provide support to the Vice President of FAST Labs, the Deputy Vice President and members of the FAST Labs leadership team. The successful candidate will be responsible for managing the Vice President and Deputy Vice President's calendars, coordinating travel arrangements, preparing correspondence, and performing various administrative tasks. Due to the senior nature of this role, the successful candidate will also be responsible for leading and coordinating administrative standards and best practices across FAST Labs and for mentoring other administrative assistants.

Job Responsibility:

  • Proactively schedule and maintain FAST Labs Leadership Team (FLLT) recurring meetings and multiple leader calendars
  • drive the FAST Labs business rhythm
  • Maintain confidentiality and handle sensitive information with discretion
  • Conducts senior-level correspondence with Executive Administrative Assistants outside FAST Labs to coordinate calendars and activities with the ES Leadership team and Vice Presidents of other Business Areas
  • Independently identifies new projects and builds new bodies of work to improve the business area
  • Provides in-meeting support as needed to drive productive meeting outcomes
  • Coordinate and prepare materials for meetings, presentations, and other events
  • Attends FLLT meetings, takes meeting notes, documents and tracks status of action items identified
  • Prepare and edit correspondence, reports, and other documents as required
  • Administers FLLT Microsoft 365 SharePoint site and Teams channels
  • Develop and maintain accurate and up-to-date records, files, and databases
  • Provide support for special projects and initiatives
  • Coordinate scheduling with internal stakeholders, including other departments and teams
  • Communicate with executive, administrative and line management personnel to gather or convey relevant information
  • Provide exceptional customer service and support to internal and external stakeholders
  • Support of leadership team to include meeting and conference coordination, event planning, and reporting
  • Collaborates closely with other administrative assistants
  • directs administrative assistants within the business area as needed to ensure business continuity and success
  • Order office supplies, new/replacement IT equipment, and submit facilities/maintenance requests on behalf of the team
  • Perform other administrative tasks as required

Requirements:

  • Five (5) years as an Administrative Assistant or similar role
  • Proven track record of providing exceptional support to senior-level executives
  • Excellent communication, organizational, and time management skills
  • Proficient in Microsoft 365 Office Suite
  • particularly SharePoint, Teams Channels, Excel, Word, and PowerPoint
  • Experience with video conferencing applications (Microsoft Teams, Skype, Zoom, etc.)
  • Experience with complex calendar management, and travel coordination tools
  • Strong problem-solving and analytical skills, intuitive, highly organized, and detailed-oriented self-starter
  • Ability to work in a fast-paced environment and prioritize multiple tasks and deadlines

Nice to have:

  • Associate’s degree in Secretarial Sciences, Business Administration, Communications or other related, or 10 years relevant work experience
  • Prior experience working as an Executive Assistant in an engineering or manufacturing environment
  • Proficiency with Microsoft Teams and SharePoint
What we offer:
  • health, dental, and vision insurance
  • health savings accounts
  • a 401(k) savings plan
  • disability coverage
  • life and accident insurance
  • employee assistance program
  • legal plan
  • discounts on things like home, auto, and pet insurance
  • paid time off
  • paid holidays
  • paid parental, military, bereavement, and any applicable federal and state sick leave
  • company recognition program to receive monetary or non-monetary recognition awards

Additional Information:

Job Posted:
March 25, 2026

Employment Type:
Fulltime
Work Type:
On-site work
Job Link Share:

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