Executive Assistant (Part Time)

Job Description

Job title: Executive Assistant (Part Time, 22 hours per week)

Location: London, Stirling Square. We offer a range of hybrid and flexible working arrangements – please speak to your recruiter about the options for this particular role.

Salary: £32,108 Part Time salary (Full Time equivalent is £54,000), depending on skills and experience

What you’ll be doing:

• Providing expert Executive Assistant support to the Senior Exec, ensuring that their priorities are actioned and achieved
• Appropriately prioritising a significant volume of requirements and activity through the Senior Exec’s Office, to ensure focus is applied in the most critical/impactful areas
• Seamless collaboration with other key roles across the finance function and wider business to maximise your impact
• Supporting and organising site visits and on-site events
• Proactively organise and summarise key information, conducting additional research where necessary, to ensure that the Senior Exec is prepared and briefed
• Manage all incoming communications (mail, telephone calls and messages); draft responses redirecting where appropriate, obtaining additional information as necessary
• Ensure efficient management of the Senior Exec’s diary e.g. schedule appointments, travel itineraries and accommodation requirements, ensuring optimum use of time
• Managing and process expenses/invoices, including budget management where directed
• Ensuring digital communication occurs seamlessly across geographic boundaries and time zones e.g. effectively organising large group Teams meetings, setting up video conferencing for smooth start
• Producing documents for key meetings for example board audit committee presentation using adept IT skills including using AI tools, organising and optimising spreadsheets, extracting data from dashboards, creating presentations
• Ensuring compliance with all internal functional and business policies, standards and controls, and any relevant legislation, e.g. tax operating framework

Your skills and experiences:

• An understanding of how to deal with Confidential Information/issues and commercially highly sensitive information, and how to save/store information appropriately
• Proven experience in producing documents for key meetings using adept IT skills including using AI tools, managing spreadsheets, extracting data from dashboards, creating presentations etc.
• Extensive experience working with Executive Committee members and understand how it operates
• Excellent knowledge of MS Office, particularly Teams, Word, Outlook and Excel. Is able to use these programmes competently, and to train others sharing knowledge and expertise
• Strong interpersonal skills, highly collaborative and able to build relationships at all levels within the organisation
• Proven expertise working in an Executive Assistant role (calendar management, documentation production, event management, board meeting attendance, travel itinerates, board presentation preparation etc.)

Benefits:

You’ll receive benefits including a competitive pension scheme, enhanced annual leave allowance and a Company contributed Share Incentive Plan. You’ll also have access to additional benefits such as flexible working, an employee assistance programme, Cycle2work and employee discounts – you may also be eligible for an annual incentive.

The Group Tax team:

This is a fantastic opportunity for you to join a collaborative and engaging business, working with senior leaders, in an interesting & varied role. Your collaboration skills alongside your confidence will shine through when providing support at board level.

Your expertise as an Executive Assistant will help to provide both a professional and efficient running of the Senior Exec office.

Why BAE Systems?

This is a place where you’ll be able to make a real difference. You’ll be part of an inclusive culture that values diversity, rewards integrity, and merit, and where you’ll be empowered to fulfil your potential. We welcome candidates from all backgrounds and particularly from sections of the community who are currently underrepresented within our industry, including women, ethnic minorities, people with disabilities and LGBTQ+ individuals.

We also want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles working for BAE Systems will be subject to both security and export control restrictions. These restrictions mean that factors including your nationality, any previous nationalities you have held, and your place of birth may limit those roles you can perform for the organisation.

Closing Date: 22nd May 2025

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.