Administrative Assistant

BAE Systems, Inc.; San Diego (CA); On-site; USD 55,000 - 88,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) plan

Disability and life insurance

Paid time off & holidays

Job summary

BAE Systems, Inc. is seeking an Administrative Assistant to provide essential support to the Maritime Solutions SHE-Q leadership team.

You will manage complex filing, process invoices, coordinate calendars, and ensure audit-ready safety and quality documentation across three sites. The role requires 3–5 years of administrative experience, strong Excel and SharePoint skills, and meticulous attention to detail in a high-compliance environment.

Qualifications

• High School diploma or GED required.
• 3–5 years of administrative experience, preferably in manufacturing, maritime, or industrial environments.
• Advanced proficiency in Microsoft Office 365 (Excel for data tracking, SharePoint for document control).
• Ability to manage high volumes of data with a zero-error threshold and strong written and verbal communication skills.

Responsibilities

• Provide administrative and operational support to SHE-Q leadership and three sites across time zones.
• Process invoices, create POs, track departmental expenses, and manage e-filing systems for audit-ready documentation.
• Coordinate scheduling, calendar management, and meeting logistics for the Director and site leaders.
• Record meeting minutes and track action items to ensure timely completion of safety and quality initiatives.
• Maintain and update SHE-Q documentation in the corporate portal and assist with safety alerts and bulletins.

Skills

Attention to detail

Communication

Education

High School diploma or GED

Tools

Microsoft SharePoint

Microsoft Office 365

Job description

Job Description

The Administrative Assistant provides critical organizational and operational support to the Maritime Solutions Safety, Health, Environmental, and Quality (SHE-Q) leadership team. Reporting directly to the Director of SHE-Q, this role serves as the primary administrative hub for three key sites, ensuring that safety and quality documentation is accurate, compliant, and accessible. The ideal candidate is a detail-oriented professional capable of managing competing priorities across multiple time zones and supporting a high-compliance environment.

Key Responsibilities

• Administrative & Operational Support:
• Manage and maintain complex e-filing systems to ensure "audit-ready" documentation at all times.
• Execute financial administrative tasks, including processing invoices, generating requisitions for Purchase Orders, and tracking departmental expenses.
• Coordinate high-level scheduling, calendar management, and meeting logistics for the Director and site leaders.
• Record detailed meeting minutes and track action items to ensure timely completion of safety and quality initiatives.
• Facilitate procedural updates and maintain the accuracy of SHE-Q documentation within the BAE corporate portal.
• Document Control & Data Management:
• Compile and prepare comprehensive SHE-Q reports for leadership review.
• Collect, validate, and input SHE-Q audit and sampling data into tracking databases.
• Maintain the Safety Data Sheets (SDS) database, ensuring all chemicals on-site are documented and compliant with current regulations.
• Assist in the preparation and distribution of safety alerts and quality bulletins across all three sites.

Required Education, Experience, & Skills

• Education: High School diploma or GED required.
• Experience: 3–5 years of administrative experience, preferably in a manufacturing, maritime, or industrial environment.
• Software Proficiency: Advanced proficiency in Microsoft Office 365 (specifically Excel for data tracking and SharePoint for document control).
• Attention to Detail: Proven ability to manage high volumes of data with a zero-error threshold (critical for safety documentation).
• Communication: Strong verbal and written communication skills for interacting with both shop-floor personnel and executive leadership.

Preferred Education, Experience, & Skills

• Familiarity with OSHA, EPA, or ISO 9001/14001 standards.
• Experience with ERP systems for PO and invoice processing.
• Prior experience supporting multiple geographic locations.

Pay Information

Full-Time Salary Range: $55304 - $88487

Please 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 Platforms & Services

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.

The Platforms & Services (P&S) sector under BAE Systems, Inc does the big stuff: the armored combat vehicles, naval guns, missile launchers, and ship repair…just to name a few. Our employees take pride in the work they do and why they do it. They are on the front lines every day, building our products to protect the lives of those who serve. We may be biased, but we think P&S does some of the coolest work around, and we think you will too.