Personal Assistance & Office Manager

at  BAE Systems

BAE Systems Digital Intelligence is home to 4,500 digital, cyber and intelligence experts. We work collaboratively across 10 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.
If you are looking for an exciting role in a world leading cyber security business that is rapidly growing in Australasia then look no further!
BAE Systems Digital Intelligence is the part of BAE Systems PLC that specialises in collecting, managing, protecting, analysing and exploiting information to reveal actionable intelligence or decisions for our customers. We use these capabilities to help government and commercial clients reveal intelligence, maintain security and strengthen resilience in today’s complex operating environment. We also use our skills to assist clients with other information-intensive problems such as achieving regulatory compliance and understanding customer behaviour.
We are currently seeking a professional and experienced Personal Assistant & Office Manager to provide support to the Leadership Team in the Australian business, based in Canberra. This exciting opportunity will see you managing all the traditional PA duties while also working with key personnel within the business unit to ensure business objectives are achieved efficiently.
This is a great opportunity for an organised, motivated and enthusiastic individual who wants to broaden their skill-set beyond the traditional PA tasks. Involvement in projects, engaging with senior leaders, and taking the lead in resolving work-flow issues within the team, and managing the office will be part of your role.

Key responsibilities will include:

• Providing confidential administrative support, including, but not limited to, inbox and diary management, calendars, tasks and group meetings. Assist with presentation materials and collating reports.
• Scheduling and co-ordinating both internal and external meetings and conferences including catering, presentation material and logistics
• Co-ordinating VIP and general visits for the line manager including logistics of meeting rooms, presentations, site access and catering as required
• Assisting in forward planning to provide relevant preparation material/ pre-brief for meetings
• Organising domestic and international travel including flights, hotels, transfers, and visit requirements for the senior leaders ensuring it is booked in line with Company policy
• Performing site administration for Team Site and intranet
• Maintaining email distribution group lists
• Planning business events and activities effectively in collaboration with key personnel to achieve business objectives
• Providing site administration and assist with on-boarding and induction of new staff members
• Taking the lead on matters that affect the site operations including issue of site communications and monitoring and addressing facility maintenance issues
• Day to day management of the office including managing car park fobs, site access, managing building defects and deliveries.
• Effective stakeholder engagement and management
• Implementing process improvements and contribute to business efficiencies
• Ad-hoc tasks as required

You’ll have:

• Previous experience in a similar role
• Certificate in Administration (desirable)
• A high level of written and oral communication skills including the ability to communicate clearly with internal and external stakeholders of all levels
• Ability to contribute in a team environment, providing support to meet deliverables and adding value in a collaborative environment
• Ability to provide exceptional service, be attentive to needs, and handling inquiries with professionalism
• An ability to address and resolve issues quickly, find solutions, and handle unexpected situations calmly
• Motivated self-starter with excellent time management skills to support managing multiple competing priorities under broad direction, within tight deadlines
• Adept at building and maintaining excellent relationships with internal and external stakeholders
• Ability to manage multiple tasks and priorities efficiently
• High attention to detail and organisational and problem-solving skills
• Computer literacy, with advanced knowledge of MS Office
• Office Management
• Day to day management of the office (meeting rooms, offices, reception)
• Main Point Of Contact with BAE System Australia
• Maintain the Car Park and Fob Register, managing space availability
• Act as day-day liaison with BAE Systems Australia, dealing with building defects and issues, SHE requirements, deliveries, site access, and shared BAE Systems Australia events, etc
• Act as Fire Warden & First Aider for DI Australia, supporting any inspections & drills as required.
• Take responsibility for all physical mail coming into and out of DI Australia
• Effectively manage stationery and other commodity supplies (eg printer cartridges) for DI Australia across all sites
• Organising social events and managing the Social Club finances within budget
• Manage and report on urgent, commodity procurements and track spend within budget
• Taking phone calls, managing visitors, mail, and correspondence
• Manage all visitors to DI Australia, ensuring that they have appropriate meeting information, passes, are aware of fire and security precautions, and are escorted where necessary.
• Diary Management
• Proactive management of the diaries, appointments and commitments of the DI Australia, across multiple locations and time-zones
• Manage and effectively prioritise the General Manager’s in-boxes, bringing urgent action items to their attention, when capacity allows
• Receive, acknowledge and process all invitations for General Manager including key stakeholder engagements
• Document Management, Tracking and Control
• Managing all documents created by the General Manager or sent to the General Manager, storing them efficiently and effectively, tracking where documents are stored, who they have been sent to, who they came from, etc
• Setting up and managing document shares and folders, ensuring only appropriate staff has access to those shares, folders and documents
• Preparing and collating inputs into briefing packs for regular fora such as Town Halls, Monthly Business Reviews, etc ensuring both timeliness and completeness
• Update and manage all physical and electronic distribution lists, across all media (Outlook, WhatsApp, Signal, etc)
• Printing, arranging General Manager signatures (both physical and electronic) and returning contracts / NDA documents, etc
• Staff Administration
• Manage a tracker of all visiting staff in country, local staff leave plans, sick notes, etc
• Assist visiting staff with Building Passes, Security Passes, IT Accounts, accommodation planning, etc
• Arrange quarterly Check-Ins for Senior Team with General Manager
• Meeting Management
• Arranging and co-ordinating Leadership Team meetings (eg team meetings, VIP Visitors, Programme Boards) including meeting arrangements, agendas, minutes, refreshments, building passes, etc
• Attend meetings, take minutes, maintain and chase down actions
• Travel Management
• Arrange Flights, Hire Cars, Taxis, Accommodation, Visas, etc for the General Manager both in Australia and overseas
• Arranging and managing VIP and Visitor travel arrangements
• Customer Relationship Management
• Support the General Manager in managing relationships with customer and stakeholder throughout Australia & New Zealand
• Arrange and attend meetings, taking minutes, etc
• Professionalism
• Maintain professionalism, integrity and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Develop and cultivate collaborative relationships with peers, members of the Leadership Team and external partners.
• Maintain and refine internal processes that support to DI Australia, coordinating internal and external resources to expedite workflow

SUPPLEMENTARY RESPONSIBILITIES:

This opportunity will be varied with no two days the same. You will play a vital role in a true business partnership where you will provide confidential ‘right hand’ support in all aspects of personal assistance, and have the opportunity to develop further within the company, should you so wish. A minimum of baseline or NV1 clearance is required to start this role.

Key responsibilities will include:

• Providing confidential administrative support, including, but not limited to, inbox and diary management, calendars, tasks and group meetings. Assist with presentation materials and collating reports.
• Scheduling and co-ordinating both internal and external meetings and conferences including catering, presentation material and logistics
• Co-ordinating VIP and general visits for the line manager including logistics of meeting rooms, presentations, site access and catering as required
• Assisting in forward planning to provide relevant preparation material/ pre-brief for meetings
• Organising domestic and international travel including flights, hotels, transfers, and visit requirements for the senior leaders ensuring it is booked in line with Company policy
• Performing site administration for Team Site and intranet
• Maintaining email distribution group lists
• Planning business events and activities effectively in collaboration with key personnel to achieve business objectives
• Providing site administration and assist with on-boarding and induction of new staff members
• Taking the lead on matters that affect the site operations including issue of site communications and monitoring and addressing facility maintenance issues
• Day to day management of the office including managing car park fobs, site access, managing building defects and deliveries.
• Effective stakeholder engagement and management
• Implementing process improvements and contribute to business efficiencies
• Ad-hoc tasks as require