Executive Assistant

Job Description - Executive Assistant (00125746)

Job Title: Executive Assistant (Part Time, 22 hours per week)

Location: London, Stirling Square. We offer a range of hybrid and flexible working arrangements - please speak to your recruiter about the options for this particular role.

Salary: £32,108 Part Time salary (Full Time equivalent is £54,000), depending on skills and experience

What you’ll be doing:

1. Providing expert Executive Assistant support to the Senior Exec, ensuring that their priorities are actioned and achieved
2. Appropriately prioritising a significant volume of requirements and activity through the Senior Exec’s Office, to ensure focus is applied in the most critical/impactful areas
3. Seamless collaboration with other key roles across the finance function and wider business to maximise your impact
4. Supporting and organising site visits and on-site events
5. Proactively organise and summarise key information, conducting additional research where necessary, to ensure that the Senior Exec is prepared and briefed
6. Manage all incoming communications (mail, telephone calls and messages); draft responses redirecting where appropriate, obtaining additional information as necessary
7. Ensure efficient management of the Senior Exec’s diary e.g. schedule appointments, travel itineraries and accommodation requirements, ensuring optimum use of time
8. Managing and process expenses/invoices, including budget management where directed
9. Ensuring digital communication occurs seamlessly across geographic boundaries and time zones e.g. effectively organising large group Teams meetings, setting up video conferencing for smooth start
10. Producing documents for key meetings including the main board audit committee using adept IT skills including using AI tools, organising and optimising spreadsheets, extracting data from dashboards, creating presentations
11. Ensuring compliance with all internal functional and business policies, standards and controls, and any relevant legislation, e.g. tax operating framework

Your skills and experiences:

1. An understanding of how to deal with Confidential Information/Issues and commercially highly sensitive information, and how to save/store information appropriately
2. Extensive experience working with Executive Committee members and understand how it operates
3. Excellent knowledge of MS Office, particularly Teams, Word, Outlook and Excel. Is able to use these programmes competently, and to train others sharing knowledge and expertise
4. Strong interpersonal skills, highly collaborative and able to build relationships at all levels within the organisation
5. Proven expertise working in an Executive Assistant role (calendar management, documentation production, event management, board meeting attendance, travel itinerates, board presentation preparation etc.)

As well as a competitive pension scheme, BAE Systems also offers employee share plans, an extensive range of flexible discounted health, wellbeing and lifestyle benefits, including a green car scheme, private health plans and shopping discounts - you may also be eligible for an annual incentive.

The Group Tax team:

This is a fantastic opportunity for you to join a collaborative and engaging business, working with senior leaders, in an interesting & varied role. Your collaboration skills alongside your confidence will shine through when providing support at board level.

Your expertise as an Executive Assistant will help to provide both a professional and efficient running of the Senior Exec office.

Why BAE Systems?

This is a place where you’ll be able to make a real difference. You’ll be part of an inclusive culture that values diversity, rewards integrity, and merit, and where you’ll be empowered to fulfil your potential. We welcome candidates from all backgrounds and particularly from sections of the community who are currently underrepresented within our industry, including women, ethnic minorities, people with disabilities and LGBTQ+ individuals. We also want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting where applicants must typically have 5 to 10 years of continuous residency in the UK depending on the vetting level required for the role, to allow for meaningful security vetting checks.

Closing Date: 15 th April 2025

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.