Executive Assistant

BAE Systems is seeking an experienced Executive Assistant to support our government customer. This EA will perform duties as the principal administrative assistant and is designated to relieve senior leadership of as much administrative detail as possible. An individual in this role provides sound advice and recommendations to senior leadership with respect to daily support, near-term and long-range calendar and event planning and execution, and staff coordination of staff actions, events, and executive program management oversight activities involving senior leadership. In this role, an individual will:

• Establish, receive, screen and maintain the Director’s schedule of appointments, meetings, conferences, speaking engagements and other commitments.
• Forecast potential requirements, coordinates preparatory schedule activities, and de-conflicts scheduling problems.
• Aggressively and authoritatively work with subordinate activities, external organizations, and higher headquarters elements in orchestrating the Director’s calendar and event activities.
• Work closely with the Deputy Director and elements of the HQ staff in scheduling and coordinating visits and meetings to include agendas or itineraries.
• Ensure that the Director is well informed of any scheduling changes.
• Facilitate high-priority staff actions or scheduling changes that require the Director’s input, decision, or participation.
• Confirm engagements and coordinates with all concerned parties to ensure read ahead packets, agenda items, and other coordination are completed; available in advance of an event; and all attendees are notified.
• On behalf of the Director, personally receive all scheduled and unscheduled visitors and telephone calls from high ranking military and civilian officials.
• Coordinate all aspects of the Director’s trip planning; plan meetings, conferences, and travel.
• Assure proper protocol for all functions and visitors.
• Develop and recommend itineraries, instructions, guides, supplementary material and pertinent correspondence.
• Coordinate with external agencies and offices, Army and Joint Commands, Intelligence Community partners, and Industry in the planning for and execution of visits.
• Arrange, confirm details, and work in coordination with the XO in overseeing execution of events and activities.
• Prepare travel orders and reimbursement vouchers for the Director in the Defense Travel System (DTS) and any necessary correspondence upon completion of trips.

This EA will work directly with military senior advisors and directors and will be required to:

• Directly engage with senior leaders, advisors and directors

• Effectively communicate orally to advise and assist subordinate offices, staff members, and customers.

• Communicate in writing to prepare/edit briefings, handbooks, reports, slides, forms, correspondence, etc. using Microsoft Office (Word, Excel, Access, PowerPoint).

• Plan, organize work, and meet deadlines to plan, schedule, and direct arrangements for activities hosted by the Director.

• Work cooperatively as a member of a team to work with other offices to resolve administrative support problems and coordinate concurrences and needed approvals and decisions.

• Identify problems and develop innovative solutions to resolve administrative operating problems.

• Establish and maintain effective working relationships with internal and external offices as well as higher HQ elements to include congressional, state, and local offices for the purpose of planning and coordinating meetings, events and other activities.

• Use the Defense Travel System (DTS) to create official travel orders, coordinate transportation, lodging, and complete/submit reimbursement vouchers. Manage meeting engagements, calendars and schedules

• Prepare travel packets and read-ahead material for engagements in coordination with AOO operational staff

• Draft agendas, attend meetings and take minutes

• Other administrative duties as assigned by Director