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.
The Digital Intelligence division of BAE Systems specialises in collecting, managing and exploiting information to reveal actionable intelligence. We use this capability to help government and commercial clients reveal intelligence, maintain security and strengthen resilience in today's complex operating setting. 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 Executive Assistant & Office Manager to provide support to multiple resources within the Australian business. 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 a driven and creative 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, will be part of your role.
Key Responsibilities:
- Proactive diary management and scheduling of four managers
- Supporting other members of the local leadership team when required
- Ensuring LT managers are equipped with all documentary information and briefed before meetings and managing information flow.
- The provision of timely, unbiased and evidenced advice to the GM & CoS if requested, acting as a "sounding board" to provide alternate point of view.
- Maintain professionalism, integrity and strict confidentiality with all materials, and exercise discretion when interfacing with the business
- GM Weekly/Leadership Team weekly meetings, preparation of slides, minutes & actions
- Develop and cultivate collaborative relationships with peers, members of the LT Team and external partners
- Maintain and refine internal processes that support to the GM, CoS & LT; coordinating internal and external resources to expedite workflow
- Developing and supporting the implementation of AI strategy & initiatives
- Plan and orchestrate work to ensure the GM's priorities are met, organizational goals are achieved, and best practices are upheld
- Receive, acknowledge and process all invitations for LT including key stakeholder engagements
- Arranging quarterly PERF performance reviews with my managers' direct reports.
- Printing, arranging GM & Director's signature and returning contracts / NDA documents
- Filing and retrieving corporate records, documents, and reports.
- Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
- Delivering well-prepared PowerPoint, Excel and Word documents that convey valuable information
- Coordination of periodic reporting by sourcing relevant information from systems and engaging with other teams
- Assisting with timely and correct delegation of tasks
- Stakeholder engagement to ensure strong relationships are built and maintained both internally and externally. Liaising with BAESA PA staff.
- Coordinating domestic and international travel, working with CTM agents. Booking hire cars, airport transfers, hotels, arranging visas. Ensuring relevant security briefings are done for international travel, paperwork submitted etc
- Expense management - reconciling up to five AMEX credit cards monthly
- Organising events & catering when required including client meeting or team events including Social Club and staff rewards
- Ordering office stationary supplies and groceries and ad hoc items as needed
- Maintaining onsite car parking register
- Monthly workplace safety inspections for SiteOps including fire system inspections
- IT requests for staff members, following up on common IT issues that affect everyone and acting as DXC liaison
- Building related Site Ops tasks such as dealing with air conditioning/heating issues and staff access fobs
- Room bookings for staff, room set up, ordering catering for client meetings & tidying rooms afterwards
- Collecting & distributing mail from office mailbox held at Post Office nearby
- Updating Team Sharepoint folders & Concur Team Site when required
- Managing group distribution lists such as Canberra Offices - All; AuGovLT; AllAuGovNS
- Management of service providers such as PSG builders, site access etc
- Management of visitors - SiteOps requests me to escort them
- Facility maintenance and defect repairs. I am POC for these requests and organise them. Maintain an office setup that optimizes workflow.
- SHE requirements (emergency, safety, first aid) includ
📌 Personal Assistant
🏢 BAE Systems Applied Intelligence
📍 Canberra