Admin Assistant IV

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?  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 to support the Tactical Data Links Program Director and the needs of the New Jersey Business Center (NJBC). As a key member of our administrative team, you will be responsible for delivering high-level administrative support, leveraging advanced technical capabilities to drive business efficiency and effectiveness. This role requires a strong ability to work independently, think critically, and provide strategic support to our leadership team. This role will also support the New Jersey Business Center Site Executive with various NJBC administrative and communications activities.  

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 in Wayne and Totowa.

Administrative Support
• Provide administrative assistant support to TDL Program Director and NJBC Site Executive, including schedule coordination, travel arrangements, expense reporting, check requests, office supply management, and other assigned tasks.
• Support employee morale initiatives, assisting in planning and executing approximately 10–15 events annually.
• Maintain and reinforce NJBC culture, norms, behaviors, and community expectations.
• Assist in coordinating site‑wide events.
• Arrange catering for meetings as required.

NJBC Communications Support
• Develop graphics, written communications, and professional messaging for site events and announcements.
• Create, manage, and execute the NJBC communication plan across multiple platforms (Outlook, OneSpace, Digital Signage, AppSpace, Knowable, Teams, MS Forms).
• Consolidate, format, and publish a monthly NJBC Newsletter: solicit content, merge submissions, review materials, and distribute sitewide.
• Compose and distribute weekly communications highlighting upcoming NJBC events.
• Manage NJBC Salutes on OneSpace.
• Review and monitor documents to ensure proper formatting, markings, and adherence to organizational policies and procedures.
• Develop and maintain Power Automate workflows to support communication and operational needs.

Activity-Based Workspace (ABW) & Community Management
• Serve as the primary community manager for the Totowa ABW, supporting communication, collaboration, and daily functionality across all functions.
• Partner closely with Space Planners to oversee space utilization, functionality, and readiness.
• Act as point of contact for ABW visitors and new hires, coordinate Notice of Visit and conference room arrangements.
• Support new hire logistics including office setup, asset assignment, user account coordination, and occupancy tracking in partnership with Facilities.
• Coordinate IT hardware needs including laptops, desktops, and peripherals. Track and monitor help desk tickets to ensure timely resolution. 
• Monitor and replenish office and kitchen supply inventories (coffee supplies, Xerox items, etc.).
• Communicate proactively with the ABW community and hold members accountable to shared community guidelines.
• Create and manage a central community inbox for ABW communication and requests
 

Typically a High School Diploma and 3 years work experience or equivalent experience

• Associate's Degree and two years of experience as an Administrative Assistant or closely related position, or Bachelor's degree and some experience as an Administrative Assistant, or High School diploma, and six years of relevant experience
• Strong proficiency in MS 365, Sharepoint, Microsoft Outlook and Office Suite, CONCUR, Coupa, Teams, Etc.
• Substantial experience generating professional presentations from draft material
• Proactive team player with strong organizational skills and the ability to multi-task and handle multiple priorities
• Experience working effectively across organizations, dispersed geographic sites, and coordinating large groups
• Proven ability to work independently with limited direction
• Creating and contributing to a positive work environment and employee morale
• Experience working in a fast paced and agile team environment
• Demonstrated ability to interface with Senior Leadership and external visitors including senior customers

• Associate's Degree and four years of experience as an Administrative Assistant or closely related position, or Bachelor's degree and two years experience as an Administrative Assistant, or High School diploma, and eight years of relevant experience

BAE Systems, Inc. is a defense, aerospace, and security company headquartered in Falls Church, Virginia, with more than 40,000 employees worldwide. We serve, supply, and protect those who protect us. As one of the most geographically diverse international defense companies, we deliver a full range of products and services spanning air, land, maritime, space, and cyber, including advanced electronics, intelligence solutions, and dedicated customer support.

Our culture is performance-driven and values-led, built on curiosity, creativity, and collaboration. Purpose isn't a tagline here. It's what drives us. We're developing breakthrough technologies that defend national security and make a lasting impact on our communities and our planet. When you join BAE Systems, you're not just building a career. You're contributing to a mission that truly matters.

This position will be posted for at least 5 calendar days. The posting will remain active until the position is filled, or a qualified pool of candidates is identified.