Administrative Support Specialist Jobs

Event & Meeting Coordination: Lead the scheduling and logistical planning for meetings, conferences, workshops, and special events. Coordinate and facilitate Microsoft Teams meetings for the PMO and business operations, including the preparation and presentation of supporting materials. Manage the end-to-end process for meeting minutes, ensuring accurate documentation and timely delivery of action items. Process and submit visit requests for customer meetings, training events, and conferences. Business Operations SupportProvide cross-functional administrative support to key business areas, including Training, Talent Acquisition, and Safety. Manage travel expense processing and related administrative duties. Review administrative policies and processes to advocate for improvements and efficient disposition. Update and maintain internal work instructions to ensure operational consistency.

Personnel & Facility Management: Lead the onboarding process for new hires across all program areas. Develop and maintain the accuracy of onboarding tools, checklists, and integration materials. Coordinate internal office and cubicle moves and maintain up-to-date office seating charts. General SupportProvide flexible administrative assistance to other groups within the SSP Program as required. Perform other related duties as assigned to support the operational needs of the SSP Program. Required Education, Experience, & Skills Microsoft Office Suite Proficiency: Intermediate to advanced skills in Outlook (Calendar management), Teams (Meeting hosting/presentation), and Word (Document formatting) Calendar & Schedule Management: Proven experience coordinating meetings across multiple stakeholders and managing complex schedules StrongWritten Communication: Ability to transcribe meeting minutes and draft clear, concise professional emails and work instructions OrganizationalAbility: A demonstrated system for tracking "to-do" lists and following up on action items without reminders BasicLogistics Coordination: Experience arranging the basic requirements for a meeting or event (room booking, invites, materials) Ability to work well with cross-functional teams and promote collaboration across organizational boundaries LeadershipSupport: Ability to support senior leadership and diverse teams within a dynamic, fast-paced environment Preferred Education, Experience, & Skills Defense/Government Experience: Prior experience working with the DoW or Navy, specifically understanding the formality and security requirements of a prime contractor Security Clearance/Visit Request Knowledge: Familiarity with the process of submitting visit requests or working within a secure facility (SCIF/Closed Area) Onboarding Experience: Prior experience acting as a "point of contact" for new hires or managing an onboarding checklist ExpenseReporting: Familiarity with corporate travel tools (e.g., Concur or similar) for submitting and auditing travel expenses ProcessImprovement Mindset: A history of looking at a manual process (like a seating chart or a checklist) and suggesting a more efficient way to manage itPay Information Full-Time Salary Range: $48438 - $77500 Please 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 a defense, aerospace, and security company headquartered in Falls Church, Virginia, with more than 40,000 employees worldwide. We serve, supply, and protect those who protect us. As one of the most geographically diverse international defense companies, we deliver a full range of products and services spanning air, land, maritime, space, and cyber, including advanced electronics, intelligence solutions, and dedicated customer support. Our culture is performance-driven and values-led, built on curiosity, creativity, and collaboration. Purpose isn't a tagline here. It's what drives us. We're developing breakthrough technologies that defend national security and make a lasting impact on our communities and our planet. When you join BAE Systems, you're not just building a career. You're contributing to a mission that truly matters.