Executive Assistant - 6 month contract (highly likely to be taken perm) - Alton, Hampshire (required onsite 2-3 days per week) - £25.22ph UMB or £18.87 ph PAYE (Inside IR35)
The Umbrella rate quoted above is the Gross Umbrella rate (i.e. the rate we pay to the Umbrella Company inclusive of ALL employment costs). Please note, the rate paid by the Umbrella will be less, as will a Limited Deemed rate or Agency PAYE rate. Please get in touch to discuss the rates via these different payment vehicles.
The Role
BAE Systems are looking for an Executive Assistant to support an Account Director within their Digital Intelligence business.
Role Responsibilities:
Not limited to…
Undertaking many of the more complex administration tasks, requiring experience, to support the smooth running of the area they are supporting. Operating in accordance with departmental / Company procedures, ensuring work is completed within agreed timescales.
Proactively communicating in an efficient and polite manner with internal and external stakeholders, representing the Company in the best possible way.
Effectively responding and prioritising queries from internal and external stakeholders. Being proactive, and reaching out to internal and external clients where required to gather information or check on progress.
Having a comprehensive understanding of document management and filing systems ensuring that all quality standards are met, and traceability so that information can be readily retrieved. Recommending improvements that could be made to increase efficiency.
The collation, analysis and processing of documentation, making decisions and recommendations about document presentation and where appropriate how to structure content/themes.
Identifying and undertaking investigation into discrepancies with products or services through checking and analysing data and checking back through information flows, within and across departments.
Collating data or information to produce more bespoke reports, schedules, presentations, summaries and letters as required for internal or external distribution.
Proactive diary management and coordinating team meeting requirements including the arranging of internal and external meetings, booking meeting rooms and venues etc. Checking the arrangements are satisfactory and making improvements as required.
Arranging and co-ordinating travel requirements and associated costs using the Company systems such as those associated with procurement/expenses.
Routinely liaising with senior management, in order to provide proactive updates, obtain authorisation, and escalate issues ahead of time to allow for early action.
Ensuring digital communication occurs seamlessly across geographic boundaries and time zones e.g. effectively organising large group WebEx, setting up video conferencing for smooth start.
Ensure compliance with all internal functional and business policies, standards and controls, and any relevant legislation, e.g. GDPR.
What are BAE Systems looking for from you?
An understanding of how to deal with Confidential Information/Issues (e.g. GDPR) and how to save/store information appropriately. Able to provide guidance and direction to others, in support of an Administration Supervisor (where applicable).
Good knowledge of the Company, it's structure and relevant systems and procedures
Understanding of who the key stakeholders are within the immediate team and wider department, and the interdependencies of your roles. Able to build and maintain a network of contacts within in the business to help get things done.
Good knowledge of MS Office, particularly Word, Outlook and Excel. Is able to use these programmes competently, and make decisions about the most suitable format for documents of all kinds.
Security Requirements: SC
This role will require you to hold or be eligible to obtain Security Clearance (SC). You will need to obtain a BPSS check as part of this process. You must be eligible to work in the UK without sponsorship and have lived and worked in the UK for a minimum 5 year period. If you are unsure as to whether you are eligible, please contact me to discuss
