BAE Systems Digital Intelligence is home to 4,800 digital, cyber and intelligence experts. We work collaboratively across 16 countries to collect, connect and understand complex data, so that governments, nation states, armed forces and commercial businesses can unlock digital advantage in the most demanding environments.

PA to Communications & Marketing Director

We are looking for an enthusiastic team assistant to join our global communications and marketing function, working directly with our Communications and Marketing Director to provide primarily executive assistant support, with some administrative support for the wider team. This is a fantastic opportunity to develop your skills and gain experience working for a major brand.
You'll be working alongside a team of experienced marketing and communications professionals who will help you to develop your skills and knowledge, and you'll be encouraged to suggest your own ideas as a valued member of the team.

Whilst we are operating on a hybrid working pattern, you would be required to attend the office in Guildford or London maximum 1 day per week

Key responsibilities

• Provide efficient, responsive, and confidential Executive Assistant support to the Director
• Manage all incoming communications (email, telephone calls and messages); draft responses; redirecting where appropriate; obtaining additional information as necessary
• Ensure efficient management of the Director's diary e.g. schedule appointments, travel itineraries and accommodation requirements, ensuring optimum use of time
• Ensure digital communication occurs seamlessly across geographic boundaries and time zones e.g. effectively organising large group WebEx, setting up video conferencing
• Produce documents for key meetings using adept IT skills including organising and optimising spreadsheets, extracting data from dashboards, creating and co-ordinating presentations
• Utilise detailed business and organisational awareness to ensure effective engagement with senior executives and external contacts on behalf of the Director
• Manage and process the Director's expenses/invoices, including budget management where directed
• May be required to support and/or deliver additional delegated responsibilities on behalf of the Director e.g. data lead, SHE, BCM, etc
• May, on occasion, be required to perform ad-hoc project work as directed
• Support and on-board new joiners to the team
• Manage internal team events and off-site activities from planning, logistics, bookings
• Assist in the organisation and planning of communication briefings and events in support of business objectives
• Manage internal processes to support the team such as purchasing card administration and ad-hoc payments
• Provide support to Communications initiatives as directed by the C&M management team.

Required skills and experience:

• Required 2 years minimum experience in a senior level PA role at a national/international organisation
• Good standard of general education
• Strong communication skills including the ability to handle confidential, difficult or sensitive information / situations with diplomacy, discretion and sensitivity, including knowledge on how to save/store information appropriately
• Excellent administrative skills, with strong working knowledge of MS Office, particularly Word, Outlook, Powerpoint and Excel and online collaboration software like Webex, Teams
• Strong time management with an ability to juggle multiple tasks and prioritise
• Strong interpersonal skills, highly collaborative and able to build relationships at all levels within the organisation.

Life at BAE Systems Digital Intelligence

We are embracing Hybrid Working. This means you and your colleagues may be working in different locations, such as from home, another BAE Systems office or client site, some or all of the time, and work might be going on at different times of the day.

By embracing technology, we can interact, collaborate and create together, even when we're working remotely from one another. Hybrid Working allows for increased flexibility in when and where we work, helping us to balance our work and personal life more effectively, and enhance well-being.

Diversity and inclusion are integral to the success of BAE Systems Digital Intelligence. We are proud to have an organisational culture where employees with varying perspectives, skills, life experiences and backgrounds - the best and brightest minds - can work together to achieve excellence and realise individual and organisational potential.

Division overview: Functions

At BAE Systems Digital Intelligence, we pride ourselves in being a leader in the cyber defence industry, and the business could not operate without all the dedicated work of our Functions teams. From Finance & Operations through Communications & Marketing, to HR and Site Operations and more, our Functions teams enable our divisions to implement ground-breaking digital transformations and crucial defence software.

As part of Functions, you will be supporting and partnering with our global business from the backline, being a strategic advisor within your specialist area, and ensuring the business runs smoothly and efficiently. We all have a role to play in defending our clients; and this is yours.