BAE Systems, Inc.
Executive Assistant - International Trade Compliance and Ethics
BAE Systems, Inc., Falls Church, Virginia, United States, 22042
Job DescriptionHave you always wanted to be part of a collegial, close knit, dynamic team of professionals? BAE Systems, Inc. is seeking an experienced administrative professional with high attention to detail, strong organization, and excellent communication skills to provide support to the Company’s Chief Ethics Officer and the International Trade Compliance team including the Chief Counsel International Trade Compliance and the three VPs that report to her.This position will act as the administrative focal point for International Trade Compliance and Ethics and be an integral member of the teams. The Executive Assistant must be helpful, personable, professional, and able to juggle multiple tasks in a fast-paced environment. A strong interest in ethics and/or international trade matters would be helpful. This position requires the ability to handle matters that are time critical and confidential with appropriate care and diplomacy.In This Role, You Will
Support the Chief Counsel International Trade Compliance and the Chief Ethics Officer and their staff as the administrative focal point;Create, edit and format documents, including business letters, memoranda, presentations, reports, and other documents as requested, including in Word, PowerPoint, and Excel;Manage payment of invoices from law firms and other outside vendors, and track and report spending by matter;Support the International Compliance team in management of the approval workflow for invoices from our international third-party marketing representatives;Management of the mechanics of transmitting agreement drafts through approval and returning fully signed agreements to third parties and updating our tracking matrix on these issues;Assist the team in preparing monthly adviser diligence status reports for each of the sectors;Manage communications with senior level internal and external customers, including ability to interact professionally with senior executives, visitors, vendors and other executive assistants within the company;Properly protect company proprietary data that if revealed would be detrimental to the company’s interests and a potential violation of privacy and employment laws;Coordinate, facilitate, and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams and WebEx meetings. Arrange for and assist with the meal catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings, including managing company’s visitor registration processes;Maintain office supplies that are essential for successful operation for the function. Perform general administrative duties including but not limited to: typing, copying, collating, stapling, scanning, preparing packages for delivery, filing, record-keeping, and data entry;Coordinate extensive travel for the VPs and designated staff through the travel coordinator. Manage travel arrangements, meeting preparation, expense reporting and procurement card reconciliation. Includes preparation of travel briefing packets for VPs 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;Other duties as assigned, including the willingness to take direction on such assignments.What You Will Get
Opportunity for career growth/long term opportunities;Build relationships with stakeholders across the organization and external partners;Flexible work options. 9/80 schedule allowing every other Friday off;6% match, with immediate vesting on 401(k) contributions;Excellent benefits – Medical/Dental/Vision, PTO and personal holiday hours;Ability to participate in our Multicultural Network supporting several employee resources groups (ERGs).Required Education, Experience, & Skills
High school diploma and 6+ years of administrative experience or administrative/business school or associate level degree;Must have excellent administrative and organization skills, including advanced level proficiency in Microsoft Office applications: Word, Excel, PowerPoint, and Outlook;Ability to multi-task with excellent follow-through and strong organizational skills;Skills to prioritize and manage multiple initiatives and deliver against deadlines in a fast-paced environment;Excellent written and oral communication skills;General knowledge of computer hardware and office equipment.Preferred Education, Experience, & Skills
Bachelor level degree;Certified professional secretary or certified administrative professional;Formal training in Microsoft Office Suite to include Outlook;8+ plus years of related experience working with lawyers or senior executives;Law office experience;Foreign language facility in Spanish, Arabic, Japanese, Korean, Swedish, or central European languages a plus.Pay Information
Full-Time Salary Range: $69520 - $111210Please 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.
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Support the Chief Counsel International Trade Compliance and the Chief Ethics Officer and their staff as the administrative focal point;Create, edit and format documents, including business letters, memoranda, presentations, reports, and other documents as requested, including in Word, PowerPoint, and Excel;Manage payment of invoices from law firms and other outside vendors, and track and report spending by matter;Support the International Compliance team in management of the approval workflow for invoices from our international third-party marketing representatives;Management of the mechanics of transmitting agreement drafts through approval and returning fully signed agreements to third parties and updating our tracking matrix on these issues;Assist the team in preparing monthly adviser diligence status reports for each of the sectors;Manage communications with senior level internal and external customers, including ability to interact professionally with senior executives, visitors, vendors and other executive assistants within the company;Properly protect company proprietary data that if revealed would be detrimental to the company’s interests and a potential violation of privacy and employment laws;Coordinate, facilitate, and provide support for various conferences, meetings and events with a high degree of tact and diplomacy. Manage Microsoft Teams and WebEx meetings. Arrange for and assist with the meal catering for meetings and events. Coordinate highly visible meetings and support international guests during these meetings, including managing company’s visitor registration processes;Maintain office supplies that are essential for successful operation for the function. Perform general administrative duties including but not limited to: typing, copying, collating, stapling, scanning, preparing packages for delivery, filing, record-keeping, and data entry;Coordinate extensive travel for the VPs and designated staff through the travel coordinator. Manage travel arrangements, meeting preparation, expense reporting and procurement card reconciliation. Includes preparation of travel briefing packets for VPs 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;Other duties as assigned, including the willingness to take direction on such assignments.What You Will Get
Opportunity for career growth/long term opportunities;Build relationships with stakeholders across the organization and external partners;Flexible work options. 9/80 schedule allowing every other Friday off;6% match, with immediate vesting on 401(k) contributions;Excellent benefits – Medical/Dental/Vision, PTO and personal holiday hours;Ability to participate in our Multicultural Network supporting several employee resources groups (ERGs).Required Education, Experience, & Skills
High school diploma and 6+ years of administrative experience or administrative/business school or associate level degree;Must have excellent administrative and organization skills, including advanced level proficiency in Microsoft Office applications: Word, Excel, PowerPoint, and Outlook;Ability to multi-task with excellent follow-through and strong organizational skills;Skills to prioritize and manage multiple initiatives and deliver against deadlines in a fast-paced environment;Excellent written and oral communication skills;General knowledge of computer hardware and office equipment.Preferred Education, Experience, & Skills
Bachelor level degree;Certified professional secretary or certified administrative professional;Formal training in Microsoft Office Suite to include Outlook;8+ plus years of related experience working with lawyers or senior executives;Law office experience;Foreign language facility in Spanish, Arabic, Japanese, Korean, Swedish, or central European languages a plus.Pay Information
Full-Time Salary Range: $69520 - $111210Please 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.
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