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Functional Support Specialist

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Baesystems

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Location:
United States , Huntsville

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Contract Type:
Not provided

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Salary:

56554.00 - 90487.00 USD / Year

Job Description:

Electronic Systems is seeking a highly organized and skilled Functional Support Specialist to provide administrative support to our Vice President of Communications. The successful candidate will be responsible for managing the Vice President's schedule, coordinating travel arrangements, preparing correspondence, and providing general administrative assistance. The Functional Support Specialist will serve as a key liaison between the Vice President, internal stakeholders, and external partners, ensuring seamless communication and efficient operations.

Job Responsibility:

  • Manage the Vice President's calendar, scheduling appointments, meetings, and events as needed
  • Coordinate travel arrangements, itineraries, and expense reports for the VP and his/her direct reports
  • Coordinate office and hotel booking at NH sites for VP and direct reports.
  • Coordinate and manage team meetings/gatherings (strategy sessions/team all-hands, etc.), including agenda preparation, materials distribution, notes taking, and action item tracking.
  • Event coordination for Communications-planned events (ex. Leadership meetings, Communications Conference, etc.) including but not limited to travel arrangements, catering and meals arrangements, technology set-up, etc. Travel to events for oversight may be required.
  • Prepare and edit correspondence, reports, presentations, and other documents as required. Maintain accurate and up-to-date records and files.
  • Management of sports ticket employee recognition program (Ticket payments, ticket distribution, training of other admins, audit requirements, etc.)
  • Management of functional subscriptions and common technology purchases (professional development associations, media publication tracking, etc.)
  • Management of computer purchases and team hardware allocations.
  • Track and monitor annual external industry award opportunities. Coordinate with the VP and direct reports for submissions.
  • Support new vendor setup and payment processing through procurement systems.
  • Manage the function’s employee recognition programs (e.g., birthdays, milestones, awards.)
  • Serve as a primary point of contact for internal stakeholders, external partners, and vendors
  • Respond to phone calls, emails, and messages in a timely and professional manner
  • Coordinate meetings, events, and projects with various teams and stakeholders
  • Assist with special projects, such as event planning, research, and data analysis
  • Manage multiple projects simultaneously
  • Develop and maintain spreadsheets, databases, and other tools to support the Vice President's work
  • Develop and maintain efficient systems and processes to improve team operations
  • Build and maintain strong relationships with executives, assistances, and stakeholders across the organization
  • Maintain confidentiality and handle sensitive information with discretion
  • Ensure compliance with company policies and procedures

Requirements:

  • + years of experience as a Functional Support Specialist or similar role, preferably supporting a senior-level executive
  • Excellent organizational, time management, and communication skills
  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and M365 Teams
  • Strong attention to detail and ability to prioritize tasks effectively
  • Ability to maintain confidentiality and handle sensitive information
  • Contributes to a positive team culture through professionalism, adaptability and a collaborative spirit
  • Strong problem-solving and analytical skills

Nice to have:

  • Experience in the communications or public relations field
  • Previous experience supporting executive level leadership
  • Certification in administrative assistance or a related field (e.g., Certified Administrative Professional (CAP))
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
  • a 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:
February 19, 2026

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

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