Administrative Assistant to the Director of Operations

About the Role

The Administrative Assistant provides comprehensive, high-level support to the Director of Operations. This is not a traditional clerical role; it requires a sophisticated blend of executive administration, data analysis, and project coordination. The incumbent will act as a primary point of contact for the Director, managing confidential information and producing reports and presentations necessary to lead the operational unit.

Responsibilities

• Perform advanced and diversified duties that support the daily operations of the Senior Director, ensuring seamless scheduling and communication.
• Manage highly sensitive and confidential information regarding personnel, finance, and strategic projects with absolute discretion.
• Draft, edit, and finalize professional correspondence and reports; serve as a liaison between the Director and internal/external stakeholders.
• Apply a thorough knowledge of organizational policies and practices to ensure all administrative actions are compliant with company standards.
• Gather, collect, and verify data from multiple sources (Finance, HR, Purchasing) to create a unified view of operational performance and projects as assigned.
• Create senior-level PowerPoint presentations that translate complex data into clear, visual narratives for leadership reviews.
• Leverage the full Microsoft Office Suite and functional business software to automate reports and enhance data tracking.
• Undertake and track specific projects as assigned, ensuring deadlines are met and deliverables are organized.
• Identify bottlenecks in administrative or operational processes and design new workflows to increase efficiency.

Requirements

• Minimum of an Associate’s Degree in Business Administration, Communications, or related field.
• 7–10+ years of administrative experience, with at least 3–5 years supporting C-suite or Senior Director-level executives.
• Demonstrated, extensive experience in Excel (advanced data manipulation), Teams, PowerPoint (executive-level deck creation), and Word.
• Experience using business software to track data, generate reports, and manage project timelines.
• Ability to draft professional correspondence, memos, and reports.
• Advanced proficiency in Microsoft 365 (specifically Outlook for complex scheduling, Teams for connecting multiple functions, Excel for data tracking/reporting, and PowerPoint for executive presentations).
• Exceptional verbal and written communication skills, with the ability to interact confidently with high-level leadership.
• Proven experience working within an operations environment (e.g., manufacturing, defense, or logistics) where they have managed complex workflows and cross-functional dependencies.
• Proven expertise in managing complex, high-priority calendars, coordinating international/multi-site travel, and acting as a liaison who can prioritize requests based on the Director's strategic goals.
• Experience leading small-to-medium administrative projects (e.g., implementing a new tracking system, organizing face-to-face meetings, or managing departmental budgets).

Preferred Qualifications

• Bachelor’s Degree in Business Administration, Communications, or related field.
• Microsoft Certified.
• Eligibility for secret-level clearance.

Pay

Full-Time Salary Range: $57,685 – $92,297. 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.

Benefits

• Health, dental, and vision insurance.
• Health savings accounts.
• 401(k) savings plan.
• Disability coverage.
• Life and accident insurance.
• Employee assistance program and legal plan.
• Paid time off, paid holidays, and other types of leave, including paid parental, military, bereavement, and applicable federal and state sick leave.
• Employee recognition program with monetary or non-monetary awards.
• Discounts on home, auto, and pet insurance.
• Other incentives may be available based on position level and/or job specifics.

About the Company

BAE Systems, Inc. is the U.S. subsidiary of BAE Systems plc, an international defense, aerospace, and security company delivering products and services for air, land, and naval forces, as well as advanced electronics, security, information technology solutions, and customer support services. The Platforms & Services (P&S) sector focuses on armored combat vehicles, naval guns, missile launchers, and ship repair. Employees take pride in contributing to projects that protect lives and enhance national security.