Project Administrator

Overview

At BAE Systems Australia

Do interesting work that MATTERS

ENJOY what you do

GROW your career

Be YOU

We have an exciting opportunity for a Project Administrator to work with our Support System Business Operations Manager where you will be responsible for developing effective practices and sustaining processes within the Support System (SS) capability. The role provides comprehensive administrative support to the team, with a particular focus on supporting the SS leadership and the Support and Sustainment Director.

You will build a strategic partnership and be valued across the function, using your exceptional organisational and proactive skills to ensure business needs are met.

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 our Bourke St office in Melbourne.

Key responsibilities

- Providing confidential administrative support, including, but not limited to, inbox and diary management, filing, preparation, collation and distribution of documents, reports, correspondence and taking and distributing meeting minutes
- Creation of presentations and visual media using PowerPoint and Visio
- Scheduling and co-ordinating both internal and external meetings and conferences including catering, presentation material and logistics
- Support the Technical Deliverables Officer by formatting documents, cross-referencing, and ensuring appropriate language and spelling
- Assist with the onboarding of new employees, including arranging systems access. Maintain and update the organisation chart, manage the seating roster and SS RCB (HR Resourcing) file
- Maintain the SS Issues JIRA board, manage HCF Distribution lists, and administer tools such as SharePoint access, group mailboxes and resource calendars
- Organising domestic and international travel including flights, hotels, transfers, per diem and visit requirements for the senior leaders ensuring it is booked in line with Company policy along with completing monthly credit card acquittals
- Support the team by updating weekly progress as required. Assist with updating and completing Baseline Change Requests (BCR) and monthly SCAM pack
- Build strong relationships and provide support as needed
- Ad-hoc tasks as required

About YOU

You’ll have:

- Previous experience in a similar role in the professional services space
- Ability to contribute in a team environment, providing support to meet deliverables and adding value in a collaborative environment
- 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
- Sound written and verbal communication skills
- High attention to detail and organisational and problem-solving skills
- Proactive thinking, and flexible with a lean-in approach
- Computer literacy, with intermediate knowledge of MS Suite, Visio and SharePoint. Familiarity with Concur and Oracle is desirable
- Eligibility for a Negative Vetting Level 1 Defence security clearance

We believe in hiring for potential

We know that some candidates 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 be 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.

BAE Systems recognises the sacrifices of those who have have served our Nation and their families. We support our veteran community through our internal veteran network (VetNet Australia) and strong charitable partnerships, internal offerings including reserve service leave, a Veteran Mentoring Program and other exclusive offerings available through our strategic partners.

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.

International Traffic In Arms Regulations (ITAR) are applicable and as such, your nationality may be a factor in determining your suitability for this role. Please visit this webpage for more information.

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