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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