Executive Coordinator
Role Summary
The Executive Coordinator provides critical operational and executive support across the HR COE Vice Presidents (VPs) within the INC HQ. This is an early-career role designed for a highly organized professional capable of balancing high-level executive coordination with essential office logistics.
Key Responsibilities
Calendar & Travel Management: Proactively manage and synchronize complex calendars for the VPs, resolving scheduling conflicts and optimizing time management. Coordinate comprehensive travel itineraries, including all bookings and logistics.
Meeting & Event Logistics: Lead the coordination of face-to-face meetings and offsite events, including room procurement, material printing, and the management of catering, supplies and equipment. Prepare meeting agendas and materials with team members, as requested.
Communication Flow: Facilitate HR COE functional meeting scheduling and distribution lists.
Finance & Vendor Management: Procurement Systems: Oversee Coupa customer setup and maintain up-to-date vendor records within the procurement system. Financial Administration: Support invoicing process to ensure timely and accurate vendor payment.
Office Support and Engagement: Logistics & Distribution: Manage incoming and outgoing mail / shipments. Facilities Liaison: Monitor office supplies and act as the primary point of contact for Facilities notifications to maintain a high-standard office environment. Employee Engagement: Coordinate key employee milestone events to support a positive workplace culture. Co-lead the Falls Church HR Community group to enhance networking and collaboration among local HR teams.
Required Education, Experience, & Skills
Experience: Bachelor's degree and 2+ years of experience in a professional corporate environment, ideally in a role requiring multitasking and coordination, or equivalent experience.
Technical Skills: Proficiency in Microsoft Office Suite (Teams, Outlook, Word, PowerPoint, Excel). Experience with procurement software (e.g., Coupa) is a significant advantage.
Core Competencies: Multi-Tasking: Proven ability to support multiple executives simultaneously without compromising quality or attention to detail. Discretion: Ability to handle sensitive HR and financial information with the utmost confidentiality. Professionalism: Excellent written and verbal communication skills suitable for interaction with senior leadership. Ownership: A proactive mindset with the ability to anticipate the needs of the VPs and take ownership of office operational tasks.
Pay Information
Full-Time Salary Range: $63454 - $101526 Please note: This range is based on our market pay structures. However, 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.
Employee Benefits
Health, dental, and vision insurance.
Health savings accounts.
A 401(k) savings plan.
Disability coverage.
Life and accident insurance.
An employee assistance program.
A legal plan.
Discounts on things like home, auto, and pet insurance.
Employee recognition program.
About BAE Systems, Inc.
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.