The Executive Assistant (EA) provides high-level administrative support to the Vice President of Airborne Solutions, and Vice President of Land and Sea Systems. The role demands exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The EA will manage various administrative tasks, coordinate events, and ensure the smooth operation of executive functions while maintaining a high standard of professionalism.
Key Duties and Responsibilities:
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Safety Commitment: Uphold safety as a core value by actively participating in safety programs and contributing to a Zero Harm and incident injury-free aviation environment.
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Administrative Support: Provide timely, accurate, confidential, and comprehensive administrative support to the VP, including diary and email management, drafting high-quality correspondence, and preparing detailed reports.
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Document Preparation: Assist in the preparation and compilation of documents as required by the VP, displaying initiative and attention to detail.
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Travel Management: Make and confirm travel and accommodation arrangements for the VP, ensuring all logistics are handled efficiently. Act as the Administrator/Super User for the FCM Travel portal, setting up and assisting staff with travel queries and issues.
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Expense Management: Raise and reconcile expense claim forms using Concur, ensuring accuracy and compliance with company policies.
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Event Coordination: Arrange venues, equipment, catering, and hospitality requirements for corporate events, functions, and meetings as required by the VP and the Adelaide office, ensuring smooth execution and high-quality experiences.
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Room Bookings: Coordinate and manage room bookings for meetings and other corporate events.
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Purchase Orders: Raise purchase orders and manage the receipt process using RAMCO, ensuring all transactions are processed accurately.
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Record Keeping: Establish and maintain accurate record-keeping systems for documents, correspondence, and other important information. Take minutes at various meetings using Word, Excel, and SharePoint, ensuring accurate and comprehensive records. Coordinate and compile Board Papers for Board Meetings, ensuring all documentation is complete and accurate.
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Stakeholder Communication: Act as the first point of contact with external stakeholders, screening and managing all incoming calls to the VP.
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Special Projects: Assist with special projects and ad hoc tasks as requested by the VP, displaying flexibility and problem-solving skills.
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Reception Management: Manage the Adelaide reception area and receptionists, ensuring a welcoming and efficient front office operation.
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Uniform Management: Oversee uniform requirements for 200 flight crew members, coordinating orders and distribution as needed, via receptionists.
- Proven experience as an Executive Assistant or in a similar administrative role.
- Exceptional organizational and time-management skills.
- High level of proficiency in Microsoft Office Suite (Word, Excel, SharePoint) and Concur.
- Experience with travel management and expense reporting systems.
- Excellent written and verbal communication skills.
- Ability to handle confidential information with discretion and professionalism.
- Strong problem-solving skills and the ability to work independently with minimal supervision.
- Flexibility to adapt to changing priorities and tasks as required.
Leidos Australia is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Applicants may also need to meet International Traffic in Arms Regulations (ITAR) requirements. In certain circumstances this can place limitations on persons who hold dual nationality, permanent residency or are former nationals of certain countries as per ITAR 126.1.
