Personal Assistant

2 weeks ago

Edinburgh, Australia BAE Systems Full time

At BAE Systems we are all systems go as we continue to drive innovation and seek passionate and talented people to join our business. We currently have exciting opportunity for dynamic Personal Assistant to support the Program Director for a unique defence program of work.

**What this opportunity will mean for you**:

- Purposeful work where your efforts are recognized in an environment where you can thrive
- Joining an organisation that is passionate about developing some of the most impressive careers in the world
- Industry-leading flexibility options to unlock the talent and diversity of every individual
- Unique opportunities to contribute to programs of national significance whilst growing your skills
- A strong safety culture, inclusive teams and work to be proud of, underpinned by a compelling set of values

**Your new role**:
As a Personal Assistant you will be responsible for the provision of confidential and effective executive assistant and administration support whilst coordinating core office activities.

**Core activities include**:

- Diary and schedule management including meetings and appointments
- Call management and responding to enquiries from senior customer and company representatives
- Arrange and support events, visitors and meetings
- Accurately take minutes, record actions and agendas from meetings and submit them in a timely manner
- Managing the completion of actions to meet deadlines
- Forward planning to provide relevant preparation material/pre-brief for meetings
- Arrange all travel and accommodation requirements including itineraries
- Organise expense claims, invoices, and accounts in addition to reconciling credit card acquittals
- Develop sound knowledge of Company policies and standards
- Produce accurate, professionally presented documents, reports, presentation slides and correspondence
- Develop and improve appropriate systems, procedures, processes and controls to enhance the accuracy, timeliness and presentation of work for the team
- General office duties as required to keep the office running efficiently

**About you**:

- Excellent communication skills required, both written and verbal
- Strong organisational and planning skills and experience
- Advanced knowledge of Microsoft Office suites, especially in Word, Excel and PowerPoint SharePoint knowledge and experience preferred
- Team orientated with the ability to work collaboratively with a variety of people
- Customer service skills
- Ability to operate in a dynamic and fast paced environment
- Motivated self-starter with excellent time management skills

Clearances
As Defence security clearance is required for this role, applicants must be Australian citizens and eligible to obtain and maintain appropriate clearance.

Please be aware that pursuant to different State government health directions, vaccination mandates regarding your ability to attend our Company sites may be applicable. Please be prepared to discuss your vaccination status with our recruiters as part of the recruitment process.
We are a 2021 Circle Back Initiative Employer - we commit to respond to every applicant.
Our culture
We are committed to building a diverse and inclusive environment where our people can thrive. For us that means ensuring that the voices and talents of our employees are valued and that everyone has a sense of belonging. We do not tolerate discrimination because of differences, such as age, ability, ethnicity, gender, gender identity or expression, religion, or sexual orientation.
If you would like to know more information about how we are supporting our employees, you can view our policies and initiatives via this link.

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