Executive administrator job description

The Executive Administrator role reports and provides direct assistance to the Senior Vice President of Global Corporate and North America Communications, supports the Vice President of Global Employee and Executive Communications, and will be delegated administrative duties for the Chief Communications Officer. Responsibilities include administrative support (calendaring, processing expenses, coordinating travel), event planning, and operational support. The role is based in Visa's New York office.

This is an ideal position for an individual with an administrative and planning background, looking to develop their capabilities, working in a dynamic, fast-paced environment.
Job Scope
This is an individual contributor role with a primary focus on executive support, while also responsible for the ownership and execution of specific tasks. It is at a developing professional level and receives a moderate level of guidance and supervision.

Administrative Responsibilities

Calendar Management: Assist in the management of the senior executive's calendar including scheduling meetings, setting up conference calls and arranging travel.

Logistical Coordination: Plan and manage logistics related to executive travel and executive/team meetings and events (onsite and offsite).

Activity Reporting: Create and maintain weekly/monthly/quarterly department reports that document team activities. Support ongoing communication with network of global communications partners, including compiling agendas and drafting recaps.

Expense Management: Process expense reports on behalf of the executive and broader department.

Governance Maintenance: Maintain communications processes, distribution lists, assets library and message archives in accordance with records management requirements

Liaison: Communicate with a broad range of Visa professionals on behalf of the department. Partner and coordinate workload with other administrative team members and provide backup support.

Assist with developing and updating PowerPoint presentations, Excel spreadsheets and other related materials as needed.

This is a hybrid position. Hybrid employees can alternate time between both remote and office. Employees in hybrid roles are expected to work from the office two days a week, with a general guidepost of being in the office 50% of the time based on business needs.

Full-time onsite: Because of the need for consistent, in-person collaboration and/or the requirement to perform all work onsite due to the nature of this particular role, it will be performed full-time on site. This means work will be conducted on location at a BAE Systems facility 100% of the time.

Join a dynamic and mission critical business that spans a vibrant, growing and diverse portfolio of opportunities in the BAE Systems Electronic Systems Sector.Our flexible work provides you a chance to change the world without giving up your personal life. We foster a healthy culture and a collaborative team environment. Grow your skills in a high intensity winning culture that provides an opportunity to interact daily with the key leaders across Business Development, Strategy & Planning and the Sector. Our flexible work environment offers remote works options, flexible hours, and a 9/80 schedule with every other Friday off. See why we have had over 400 "boomerang" employees return to be rehired at BAE ES within the past few years.
We put our customers first - exemplified by our mission: "We Protect Those Who Protect Us®".

BAE Systems, Electronic Systems Business Development and Strategy Teams are seeking a highly motivated Executive Administrator to provide support to the Vice Presidents of Business Development (BD) and Strategy and Planning (S&P) and other leadership team members as needed.The position requires executive communication skills, strong collaboration, a high level of judgement, strong organizational skills, tremendous attention to detail and the ability to meet tight deadlines while balancing multiple priorities. This position requires a high level of integrity and discretion in handling sensitive information.This role will also operate as part of a highly collaborative administrative team, ensuring seamless leadership team coverage and support as required.

Responsibilities include, but are not limited to:
Calendar Management
Provides strategic calendar management and time planning support for VP of BD, VP of S&P and other staff members as required. Ensure time sensitive requests are addressed with priority. Aligns meeting schedule based on knowledge of VP's preferences and operating styles (e.g., prep time, personal needs, allocation to business priorities). Coordinate to identify and provide delegates for meeting conflicts as needed and keeps the VP informed. Collaborates with peers (e.g., Business Development LT members, S&P LT members, Human Resources, etc.) to enable decision making processes and ensure tasks get accomplished on time. Engages with stakeholders/business partners (e.g., Chief of Staff, BD LT, S&P LT, Human Resources [HR], Finance Team) to cascade information as needed.
Travel Management
Anticipates and manages travel arrangements (e.g., accommodations, transportation, security, approvals) for the VP of BD, VP of S&P and other members of the team as required. Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity. Coordinates the preparation of travel book including talking points for meetings, presentations, etc. Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, coordinate with other team members and departments). Acts as a stand-by resource to address issues/escalations during business travel. Facilitates communication across stakeholders ahead of travel. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. May accompany VPs on business trips (e.g., Off-sites, conferences, etc.) to provide onsite support. Manages and ensures compliance with International Travel requirements. Manage and track expense reports and submit within required time from completion of travel.
Meeting Management
Coordinate a variety of local, virtual and offsite meetings. Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads) in advance of meetings to facilitate efficient and effective meetings. Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, preparing meeting software (i.e. Zoom / Telepresence / Webex) and troubleshooting audio-video and technical issues). May attend meetings and/or ensure follow-up as needed. Documents and finalizes meeting minutes.
Hands on Support
Support the VPs by actively managing, organizing, drafting, and responding to emails on the VP's behalf. Coordinate with internal and external partnerships on emails that requires the VP's immediate attention and those that can be handled during planned office hours. Coordinate with the BD and S&P LT to ensure time sensitive requests are raised and addressed.
Communication
Responsible to 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. Interact with personnel at all organizational levels to coordinate activities, gather information, and prepare reports.
Professionalism
A high level of integrity and discretion along with tact, initiative, accuracy, judgement and superior interpersonal and communication skills. Handle sensitive and confidential business information and material diplomatically. Support and maintain an executive office environment, providing a welcoming, professional and friendly presence.
Flexibility and Adaptability
Ability to operate in a fast-paced environment, balancing multiple priorities. Able to work well under pressure and have the confidence to make informed decisions independently.
Culture
Support a culture that embraces diversity, equity, and inclusion.
Other duties as requested.

Please note that pursuant to a government contract, this specific position requires US citizenship or Permanent Resident status.


Required Education, Experience, & Skills


Associates Degree or equivalent and a minimum of four (4) years directly related experience or a High School diploma and eight (8) years of experience. A minimum of three (3) years supporting Executive level leaders. Advanced skills in Microsoft Office; working with multiple software packages including word, Excel, PowerPoint, Advanced computer skills working with multiple software packages (i.e. SalesForce, Oracle, etc.) Advanced work experience with memos, letters, reports with tables, creation of spreadsheets with formulas, creation of presentations and graphics


About BAE Systems Electronic Systems

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. Electronic Systems (ES) is the global innovator behind BAE Systems' game-changing defense and commercial electronics. Exploiting every electron, we push the limits of what is possible, giving our customers the edge and our employees opportunities to change the world. Our products and capabilities can be found everywhere - from the depths of the ocean to the far reaches of space. At our core are more than 14,000 highly talented Electronic Systems employees with the brightest minds in the industry, we make an impact - for our customers and the communities we serve.

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.

Did you know that you could have the opportunity to work in a position with good benefits, and learn new skills in a temporary position with a world-class research institution?

The Temporary Employment Service (TES) at Carnegie Mellon University (CMU) is committed to supporting the success of its staff members and offers excellent benefits along with an opportunity to grow your career with Carnegie Mellon. TES is a highly recognized internal resource that provides temporary administrative support to a dynamic campus population. We provide you with a platform to showcase your abilities while growing valuable skills. You will have access to enroll in university staff medical benefits while working in an environment of collaboration, professional development and service that support departmental and university strategic goals.

CMU's Temporary Employment Services partners with various divisions throughout the university to identify and place
temporary administrative and clerical support for long-term and short-term vacancies.

Duration of assignment(s): Varies based on need.

Primary responsibilities associated with executive administrative opportunities may include:

Complex calendar management and travel coordination Proactively interact and engage with senior management and diverse partners both inside and outside of CMU Oversight of departmental administration, including preparation of presentations, meeting materials and other collateral Manage finance operations using the purchase card, expense reporting, Oracle reporting, financial reviews and reconciliations and ensures financial tasks are completed and discrepancies are resolved Assist with special projects & duties as assigned


Flexibility, excellence, and passion are vital qualities within Carnegie Mellon University. Inclusion, collaboration, and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who can effectively interact with a varied population of internal and external partners with a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

You should demonstrate:

Dedication to creating a positive and welcoming work environment Excellent communication skills Excellent time management and organizational abilities High degree of accuracy; Detail orientation Flexibility and ability to multitask effectively; comfortable working in a fast-paced environment Confidentiality Proficiency with Microsoft Office products



Qualifications:


Education : High School Diploma or equivalent combination of training and experience required; Associate's or Bachelor's degree preferred Experience : Prior administrative/office support experience; at least three years of experience preferred Prior experience in a university environment preferred



Requirements:


Successful Background Check Successful completion of a skills assessment



Interested in exploring temporary executive administrative opportunities with CMU? Apply today!



CMU's COVID-19 Vaccination Requirements:
As a condition of employment, Carnegie Mellon University requires all staff and faculty working in the United States to be fully vaccinated, including a booster when eligible, against COVID-19. Prior to commencement of employment, new hires in the United States must provide proof of vaccination or obtain an approved exemption. (Exemptions may be requested for medical reasons or for religious or strong moral or ethical conviction.) Those granted an exemption must comply with all applicable COVID-19 mitigation requirements. The most up-to-date information on CMU's COVID-19 mitigation requirements can be found here: Minimum Requirements to Return to Campus.


Location

Pittsburgh, PA

Job Function

TES

Position Type

Staff - Regular

Full Time/Part time

Full time

Pay Basis

Hourly

More Information:



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