Executive Assistant

Location
Melbourne VIC•Hybrid work
 
Full job description
At BAE Systems Australia

Do interesting work that MATTERS

ENJOY what you do

GROW your career

Be YOU

We work in a thriving sector - one that puts us at the forefront of exciting and meaningful work. Every day we push boundaries to produce some of the world's most innovative and ground breaking technology. Individually we all contribute to our success. Collectively we make the impossible possible.

Recognised for delivering projects of global and national significance that help keep Australia safe, it is our shared passion that shapes our culture, and our people that make it a great place to work.

About the OPPORTUNITY

We have an exciting opportunity to join us as an Executive Assistant supporting members of our People Organisation, where you will contribute to the efficiency of our business by providing timely support with the day to day operations, including diary management, coordinating key events, preparation of reports and general correspondence and providing support to the broader business and function as required.

This role is open to our flexible work arrangements, including options like a 9-day fortnight and hybrid work model.

This opportunity is available at either our Bourke Street office in Melbourne or from our Edinburgh Parks office in Adelaide.


Key responsibilities will include:

Providing confidential administrative support including diary management
Assisting with presentation materials and collating reports
Filing, preparation, collation and distribution of documents/ correspondence
Scheduling and co-ordinating both internal and external meetings and conferences including catering, presentation material and logistics
Assisting in forward planning to provide relevant preparation material/ pre-brief for meetings
Ensuring weekly/ monthly/ quarterly reporting is prepared and lodged within deadlines
Co-ordinating VIP and general visits including logistics of meeting rooms, presentations, listening forums, site access and catering as required
Organising domestic and international travel including flights, hotels, transfers, per diem and visit requirements, ensuring it is booked in line with Company policy
Completing monthly expenses in line with Company policy, payment of invoices as required and raising Purchase Requisitions
Performing site administration for Team Site and intranet
Providing cover for sick leave and annual leave when required within the Function/ Program
Ad-hoc tasks as required
About YOU

You'll have:

Previous experience in a similar role
Motivated self-starter with excellent time management skills
High attention to detail and organisational and problem-solving skills
Team orientated with the ability to work with a variety of people
Flexible with a lean-in approach
Excellent communication skills required, both written and verbal
Adept at building and maintaining excellent relationships with internal and external stakeholders
Computer literacy, with intermediate knowledge of MS Suite and SharePoint. Familiarity with Oracle is desirable
We believe in hiring for potential, we know that some candidate hesitate if they don't tick all the boxes. If this role interests you, but you don't meet all the criteria, we still encourage you to apply.


About US

You will joining a workplace that truly cares about your wellbeing.

Our people are diverse and we value the variety of perspectives this brings, we know that a culture that is inclusive and fosters a sense of belonging is a place we can all make the most of our unique talents and be our best.

As Australia's largest defence company in a rapidly growing sector, you will be connected into a global team and encouraged to explore where your career might take you whether that is a traditional career path or squiggly one, there are infinite possibilities for you at BAE Systems Australia.

We welcome applicants from all people regardless of sex, gender identity, race, ethnicity, disability, pregnancy, age, or other lived experience; and strongly encourage applications from Aboriginal and Torres Strait Islander people for all positions.

We are proud to be recognised as an employer of choice for women by WORK180.

Awarded the 2024 Quarter 1 Benchmarcx Triple R- Excellence In Candidate Experience Certification. As a member of the Circle Back Initiative we commit to respond to every applicant.

To learn more about our competitive employee benefits, flexibility, other employment opportunities and what to expect from our recruitment process please visit: www.baesystemscareers.com.au

Clearances

As a Defence security clearance is required for this role, applicants must be Australian citizens and either possess or be eligible to obtain and maintain appropriate clearances.

Further information regarding security clearances.