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Admin Assistant IV
BAE Systems | San Jose, California
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Job Description

Come join our BAE team in San Jose, CA. As an Administrative Assistant in BAE Systems' Survivability, Targeting & Sensing (STS) Solutions Business Area, you will provide professional, customer-focused administrative support to a group of professionals located in our San Jose office for the Imaging Solutions product line. This position will perform a variety of complex administrative activities supporting day-to-day operations and she/he will effectively interface with a variety of staff and functions, ranging from senior executives to support personnel, and works independently with little to no supervision.

The ideal candidate is high energy, professional, proactive, reliable, and organized. She/he exudes a strong work ethic, positive attitude, team-oriented mentality and protectively handles confidential personnel and financially sensitive information. Other duties include:

Coordinate executive communications, including taking calls, responding to emails and interfacing with customers.

Schedule meetings, coordinate multiple calendars (both internal and external), and maintain integrity of conference room calendars.

Coordinate extensive domestic and international travel. Manage travel itineraries and expense reports. Assist travelers in resolving expense report issues.

Coordinate recruiting interview schedules.

Coordination of contract personnel paperwork; monitor purchase order budget.

Maintain organized filing systems (paper and electronic).

Maintain office supplies that are essential for successful operation of organization.

Monitor incoming/outgoing inventory of production garments.

Provide support with keyboarding, composing and editing letters, memoranda, reports, and presentations.

Provide purchasing support with ability to track and maintain budgets.

Organize events such as customer dinners, offsite team building events, customer and supplier visits, and audits. Handle catering for meetings and events.

Serves as backup support for other Administrative Assistants.

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