BAE Systems Executive Assistant (Contracts) in Norfolk, Virginia

BAE Systems Norfolk Ship Repair is seeking to hire an Executive Assistant, byrelying on policies, procedures, instructions, and pre-established guidelines performs any combination of daily administrative and clerical duties in support of the Director (Contracts) and the Estimating/Contract Department.

Duties and Responsibilities to include:Coordinate interface and schedules with senior executives, senior managers, outside customers, professional organizations.

Responsible for travel arrangements and expense reports.

Control, route, and process Invitations to Bids/Request for Proposals and completed bids/proposals. Included in this process is:

  1. Receiving bids, assign bid number in bid log and record in bid book.

  2. Assist the Estimator in proposal preparation of the bid and submit accordingly.

  3. After award, enter relevant information in bid book and forward bid quality records to production (if awarded to the company) or central files (if awarded elsewhere).

Maintain division files such as government proposal, organizational and correspondence files.

Perform all administrative assistance functions and other similar and incidental duties as assigned including, but not limited to, composing and typing outgoing and inter-office correspondence, handling/forwarding incoming telephone inquiries, mail distribution within the department, filing, maintaining training records, meeting scheduling, and clerical support to the estimators/contract administrators including contract modification routing, document preparation.


Frequent contact with customers, travel agents, other BAE Systems offices and special mailing services. Routing contact with reservation clerks, other executive assistants and professional organizations.

Required Skills And Education



College degree in business administration, or equivalent combination of education and experience with a minimum of 5 years related experience in contracts and the ship repair envrironment.

Must have strong oral and written communication skills and be able to utilize office equipment including copiers, scanners, fax machines.

Must be proficient in Microsoft Office (Word, Excel, Outlook, Adobe, Internet Explorer & Power Point). Bids are critically time related and sensitive, so flexibility in working hours (including OT as necessary) is required at times.


Reports to Manager of Contracts

ENVIRONMENTAL CONDITIONS: Inside: 100% Outside: 0%

About BAE Systems Intelligence & Security

BAE Systems is a premier global defense and security company with approximately 90,000 employees delivering 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 and services. With headquarters in Arlington, Virginia, this Platform and Services Group of BAE Systems employs nearly 11,000 professionals at more than 30 locations worldwide. Platform and Services is a global leader in the design, development, production, and service support of armored combat vehicles, major and minor caliber naval guns and missile launchers, canisters, artillery systems, and intelligent munitions. People are the greatest asset in any Company. Equal Opportunity Employer/Females/Minorities/Veterans/Disabled/Sexual Orientation/Gender Identity/Gender Expression

Executive Assistant (Contracts)

Norfolk, Virginia