Personal Assistant

Job Title: Personal Assistant

Location: Frimley. We offer a range of hybrid and flexible working arrangements – please speak to your recruiter about the options for this particular role. 2 days in the office is required.

Salary: £40,000 depending on experience

What you’ll be doing:

• Provide expert Executive Assistant support to Chief Counsel Labour law and his team and other colleagues in Group Legal, 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 (e.g. Chief of Staff and other EA and PA’s to colleagues in HR, Group Legal and across the wider business)
• Supporting and organising site visits and on-site events
• Ensure efficient diary management of all members of the labour law team and other colleagues in Group Legal including travel and accommodation requirements, ensuring optimum use of time
• Use your broad business network to take action to expedite progress/activity
• Will be required to manage 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 WebEx, setting up video conferencing for smooth start
• Producing documents for key meetings using adept IT skills including organising and optimising spreadsheets, extracting data from dashboards, creating presentations
• Ensure compliance with all internal functional and business policies, standards and controls, and any relevant legislation, e.g. GDPR
• A good understanding of Health, Safety & Environment (HS&E) requirements within the workplace and proactive facilitation of any health and safety actions in support of a compliant office environment

Your skills and experiences:

• An understanding of how to deal with Confidential Information/Issues (e.g. GDPR) and commercially highly sensitive information, and how to save/store information appropriately. Able to share this knowledge by training others to ensure expectations are met
• Excellent knowledge of MS Office, particularly Word and Outlook. Is able to use these programmes competently, and to train others sharing knowledge and expertise
• Ability to collate information and data to produce documents or reports for review at EC meetings, or internal/external committees
• Provide high level support for senior team meetings, taking the initiative and providing an excellent service
• Able to make recommendations on the most suitable format of documents for specific purposes, for maximum impact

Benefits:

As well as a competitive pension scheme, BAE Systems also offers employee share plans, an extensive range of flexible discounted health, wellbeing and lifestyle benefits, including a green car scheme, private health plans and shopping discounts – you may also be eligible for an annual incentive.

The Legal team:

As a Personal Assistant, you will be providing a comprehensive secretarial and administrative service to the Chief Counsel UK, Labour Law Counsels and the Head of ESG.

This is an opportunity to gain access to and work with a number of key stakeholders within the business, giving you a wide exposure to a variety of key stakeholders. Based within Head Office you will provide full & confidential Executive Assistant support. This is an excellent opportunity to join an inclusive team and bring new ideas, process change within the position.

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 at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting where applicants must typically have 5 to 10 years of continuous residency in the UK depending on the vetting level required for the role, to allow for meaningful security vetting checks.

Closing Date: 28th March 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.

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