New Jersey Business Center Administrative Assistant IV

Company: Disability Solutions
Location: Wayne
Posted on: November 16, 2024

Job Description:

Job Description Because this role requires collaborative/in-person work, it will take the form of full-time on-site work format, with time split sometimes being split between two NJ facilities.Are you looking for administrative assistant role in a growing company that develops and produces the most advanced electronic systems that protect our warfighters? Are you inspired to join an organization with a strong culture, that's focused on ensuring we are hearing all voices and being brilliant on the basics? Our flexible work environment provides you a chance to change the world without giving up your personal life. We put our customers first - exemplified by our missions: "We Protect Those Who Protect Us--" and "We Innovate For Those Who Move The WorldTM." Sound like a team you want to be a part of? Come build your career with us.BAE Systems Command, Control, Communications, Computers, Intelligence, Surveillance, and Reconnaissance (C4ISR) System business area is seeking an administrative assistant resource to help the New Jersey Business Center (NJBC) be successful. This role will support the New Jersey Business Center Director and Site Executive in the execution of the NJBC strategy. As necessary, this role will provide backup admin support to the AC&S Product Line and C4ISR BA.This role requires a high degree of tact, initiative, accuracy and judgement, a thorough understanding of business practices and procedures and the ability to interface well with all levels of management. The successful candidate will perform a variety of tasks supporting a multi-disciplined organization.Connect the Business and the People

• Communicates with executives, administrative and line management personnel to gather or convey relevant information.
• Publish who's who in leadership/functions/programs/HR (keep it updated and accurate)
• Support coordination between Leadership, DEI, CTC, Activities Committee, HR/ER initiatives; close communication gaps; Develop and Maintain a Calendar of Events
• Be an engaged participant of the NJBC Activities Committee driving improved morale and community engagement
• Compiles special reports, conducts special projects and performs administrative duties as required. Coordinates action items.
• Organizes and maintains confidential files and records, such as Human Resources information, security accounts and other matters.
• Ability to set up systems to promote collaboration among the leadership team - SharePoint, meeting spaces, other applications.
• Desire to learn development, setup, and maintenance of these applications in support of creating a more efficient, connected team.New Jersey Business Center Director and Site Support
  • Provides administrative assistant support to the New Jersey Business Center, to help coordinate and manage schedules, travel, expense reports, check requests, office supplies, and other tasks as required.
  • Performs a wide range of services for the Director, including such items as making recommendations and reservations for travel and maintaining outside appointment calendar.
  • Plans and organizes work and develops procedures to meet requirements. Screens visitors, schedules/hosts (as needed) meetings/appointments, supports travel requests/booking and expense management and reporting, receives telephone calls, mails, and faxes, etc.
  • Develop professional presentations based on draft material
  • Consolidate and publish a monthly NJBC Newsletter; solicit input, merge and format, review and distribute to the site
  • Compose and publish a weekly distribution of upcoming NJBC event highlights to the site
  • Re-establish and manage Salutes on NJBC OneSpace
  • Composes, signs and releases routine but somewhat complex correspondence.
  • Supports NJBC Communications on as needed basis: (Outlook, OneSpace, Digital Signage (ApSpace), Knowable, NJBC Teams, MS Forms)
  • Monitor various documents to ensure proper format and markings and that appropriate policies and procedures are correctly implementedSupport Activity Based Workspace and future community spaces
    • Serve as a community manager for the Totowa Activity Based Workspace, facilitating communication across all functions and the organization; act as a right hand to the Space Planners; oversee space utilization and functionality, ensure all IT related items are operational, furniture set ups are working properly, address any issues/ malfunctions, manage the needs of the community; and ensure full operation of the space.
    • Provide visitor & New Hire Support, including Notice of Visit, Conference Room bookings and support
    • Serve as a general POC for Activity Based Workspace
    • Coordinate with Facilities and site leadership on policies, procedures, issues, concerns, etc
    • Provide education on Activity Based Workspace Space
    • Coordinate office set-up, asset assignment, user accounts, and other new hire logistics; Work with Facilities to Track and Maintain occupancy (move in / move out)
    • Support tracking and ordering of laptops, desktops, and hardware peripheral needs in collaboration with IT
    • Submitting repair orders to appropriate avenue (facilities / IT)
    • Collaborate with Information technology (IT) to track status of group's help desk tickets and ensure timely resolution
    • Light Cleaning/General Maintenance
    • Monitor and replenish supply inventories necessary for upkeep of office area such as coffee supplies, Xerox supplies, etc; make sure ABW kitchen area is stocked
    • Arrange catering for meetings
    • Maintain New Jersey Business Center Culture/Norms/Behaviors/Expectations
    • Communicate to community and hold community accountable
    • Create and Manage community inbox for Activity Based WorkspacPlease note that pursuant to a government contract, this specific position requires US citizenship.Required Education, Experience, & Skills
      Associate's Degree and four (4) years of experience as an Administrative Assistant or closely related position, or Bachelor's degree and 2 (two) years of experience, or High School diploma, and eight (8) yrs of relevant experienceStrong proficiency in MS 365, Sharepoint, Microsoft Outlook and Office Suite, CONCUR, Coupa, Teams, Etc.At least four (4) years of experience generating professional presentations from draft materialProactive team player with strong organizational skills and the ability to multi-task and handle multiple prioritiesAt least two (2) years of experience working effectively across organizations, dispersed geographic sites, and coordinating large groupsSolid communication and interpersonal skills and an ability to build effective working relationshipsProven ability to work independently with limited directionCreating and contributing to a positive work environment and employee moraleExperience working in a fast paced and agile team environmentA positive attitude and enthusiasmDemonstrated self-starting & self-closing skillsDemonstrated ability to collaborate with all types of groups / levels of individualsDemonstrated ability to interface with senior leadership and external visitors including senior customersPreferred Education, Experience, & Skills

      Bachelor's degree and at least four (4) years of professional experienceMust be highly skilled in office automation tools and Microsoft applications.Ability to facilitate team discussions (i.e. campus activities, site updates, training)Possesses a high degree of tact, initiative, accuracy, judgement and superior interpersonal skills, a thorough understanding of business practices and procedures and the ability to interface well with all levels of management. Excellent communication, closure, and multi-tasking skills.Pay InformationFull-Time Salary Range: $57480 - $91920Please 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: At BAE Systems, we support our employees in all aspects of their life, including their health and financial well-being. Regular employees scheduled to work 20+ hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto, and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non-monetary recognition awards. Other incentives may be available based on position level and/or job specifics.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.

Keywords: Disability Solutions, Paterson , New Jersey Business Center Administrative Assistant IV, Administration, Clerical , Wayne, New Jersey