Executive Support Assistant

An Executive Support Assistant is required to support a Director and team of Executives for BAE Systems at their Alton site. This is an excellent opportunity to undertake a wide range of administrative activities to support senior management/team. The jobholder will be an experienced and very competent administrator, with extensive experience in this environment.

• Undertake 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 communicate in an efficient and polite manner with internal and external stakeholders, representing the Company in the best possible way.
• Effectively respond and prioritise queries from internal and external stakeholders, being proactive and reaching out to clients where required to gather information or check on progress.
• Have a comprehensive understanding of document management and filing systems, ensuring all quality standards are met and traceability so that information can be readily retrieved; recommend improvements that could increase efficiency.
• Collate, analyse and process documentation, making decisions and recommendations about document presentation and, where appropriate, how to structure content/themes.
• Identify and investigate discrepancies with products or services through checking and analysing data and checking back through information flows, within and across departments.
• Collate data or information to produce bespoke reports, schedules, presentations, summaries and letters as required for internal or external distribution.
• Proactively manage the diary and coordinate team meeting requirements, including arranging internal and external meetings, booking meeting rooms and venues, checking arrangements are satisfactory and making improvements as required.
• Arrange and coordinate travel requirements and associated costs using the Company systems such as those associated with procurement/expenses.
• Routinely liaise with senior management, providing proactive updates, obtaining authorisation, and escalating issues ahead of time to allow early action.
• Ensure digital communication occurs seamlessly across geographic boundaries and time zones, e.g. effectively organise large group Web Ex, set 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.

The role has no leadership responsibilities but is accountable for own workload and actively promotes the importance of team working, providing support to other administrators within the Function where required. Accuracy, attention to detail and continuous improvement are required. The jobholder will be able to provide informal support and on‑the‑job training around specific tasks and processes for any junior members of the team.

• An understanding of how to deal with Confidential Information/Issues (e.g. GDPR) and how to save/store information appropriately.
• Good knowledge of the Company, its 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 the business to help get things done.
• Good knowledge of MS Office, particularly Word, Outlook and Excel, and ability to use these programmes competently.

• Strong administrative skills.
• Ability to extract and collate data, producing bespoke reports to demonstrate particular patterns etc.
• Organisation of files (physical or electronic) in a structured, user‑friendly and secure way; able to make recommendations about ways to improve efficiency or effectiveness and prepared to challenge ideas.
• Set up meetings, prepare agendas and resources, participate as required, taking and distributing actions/minutes (with follow‑up where needed).
• Problem solving as required, using judgement and experience, with minimal support from line manager.
• Excellent organisational, time and workload management skills.
• Excellent communication (written and verbal), with experience of using digital communication tools; a proactive approach to engaging others where needed, providing regular updates on progress, and deploying tact and diplomacy.