Department Coordinator

Saab Australia Pty Ltd; Adelaide; On-site; AUD 65,000 - 78,000; Full time

Benefits offered by this job

6 weeks paid leave per year

14% superannuation

Free Income Protection Insurance

Flexible working options

Saab shares matching scheme

MySaab discounts

Job summary

Saab Australia is seeking a Department Coordinator to provide high-level administrative support to Executives and business units. You will manage inboxes, calendars, travel, and expenses, and assist with meetings, events, and onboarding.

You'll work with the Business Support team to ensure efficient operations across Saab’s units, maintain intranet and SharePoint, and support facilities and reception as needed.

Qualifications

• Australian citizens with minimum NV1 clearance (Essential).
• Post-secondary qualifications in administration or equivalent.
• Strong MS Office proficiency (Outlook, Excel, Word, PowerPoint).
• Experience in high-level executive support and diary management.

Responsibilities

• Provide high-level confidential administrative support to Executives and Senior Leaders.
• Inbox and diary management for Executives and Senior Leaders.
• Timely submission of travel requests and expense claims.
• Attend meetings and provide administrative support including minute taking.
• Prepare reports, agendas and PowerPoint materials for meetings.
• Maintain intranet pages and SharePoint; manage distribution lists and seating plans.
• Support reception and assist with onboarding/offboarding activities.
• Coordinate events, functions and VIP visits.

Skills

Microsoft Office

Diary management

Executive support

Event coordination

SharePoint

Intranet management

Education

Post-secondary qualifications in administration

Tools

Outlook

Excel

PowerPoint

Job description

DEPARTMENT COORDINATOR

The role

The Department Coordinator will provide effective administrative support to Saab’s business units including Executive level support. As a member of the Business Support team, the Department Coordinator will also be required to work collaboratively with other Department Coordinators and Business Support Officers to ensure the provision of effective administrative support across all business units.

Specific Accountabilities

Further, the successful candidate will:

Department Coordination

• Provision of high level confidential administrative support to Executives, Senior Leaders and their teams administrative support to Executives, Senior Leaders and their teams.
• Inbox and diary management for Executives and Senior Leaders to enable efficient organisation and execution of daily activities.
• Timely submission of travel requests and expense claims as requested.
• Attendance at meetings to provide administrative support and completion of delegated tasks as requested.
• Provide support at meetings, information sessions or events which may include setting up, catering, room bookings, preparation of report packs, agendas, minute taking etc.
• Schedule meetings and events.
• Prepare PowerPoint presentations and printed material.
• Maintain intranet pages and SharePoint.
• Maintain distribution lists and seating plans.

Business Support

• Effectively and efficiently completing Service Hub requests ensuring high levels of customer satisfaction (internal)
• Work in collaboration with other Department Coordinators and Business Support Officers to provide administrative support across all business units.
• Manage Reception area on an ad hoc basis as required and support the integrity of Saab facilities by adhering to security policies and processes.
• Provide escort assistance for visitors and/or contractors attending site in support of the Business Support function.
• Assist with employee on-boarding/off-boarding activities such as information packs and the scheduling of induction sessions.
• Support event and/or function coordination such as meetings, company dinners, seminars, workshops, VIP visits and group tours.
• Monitor and maintain company stationery supplies.
• Create and maintain work instructions.

About you

Your skills and experience will include:

• Australian Citizens with minimum NV1 clearance (Essential)
• Post-secondary qualifications in administration or a combination of relevant training and experience deemed to be appropriate.
• Knowledge of administrative practices and procedures for maintaining quality and efficient administrative support (essential).
• Strong internal and external customer focus (i.e., both staff and visitors) ensuring high levels of customer satisfaction (essential).
• Highly developed organisational and time management skills including the ability to develop and maintain comprehensive administrative systems of work (essential)
• The ability to work under pressure, including the ability to make judgements about competing priorities to meet deadlines while maintaining attention to detail (essential).
• Demonstrated high-level proficiency in using the Microsoft Office suite of products including Outlook. Excel, Word and PowerPoint (essential).
• Ability to work co-operatively within a team environment and to build rapport with people from all levels of both the company and from the Defence environment
• Demonstrated knowledge of internet and intranet and overall high level of IT user skills

Applicants must be Australian citizens and hold an Australian Defence Security Clearance to NV1/NV2 level. Information including past and present nationality and citizenship may be requested to check eligibility for access to materials controlled under various export control regimes, including ITAR.

This role is a Fixed Term 24 months Full term contract.

About us

Saab Australia is a defence, security and cyber solutions provider, specialising in the development and integration of major defence and security systems. For over 30 years in Australia, we have built a reputation for delivering complex systems integration projects that provide proven and advanced capabilities to keep us ahead of today’s challenges. From combat, communications, security and underwater systems, to mixed reality, cyber security and deployable health solutions, our extensive portfolio of products and services provide high-technology solutions for defence forces and civil industries across the globe.

Saab is a leading defence and security company with an enduring mission, to help nations keep their people and society safe. Empowered by its 26,000 talented people, Saab constantly pushes the boundaries of technology to create a safer and more sustainable world. Saab designs, manufactures and maintains advanced systems in aeronautics, weapons, command and control, sensors and underwater systems. Saab is headquartered in Sweden. It has major operations all over the world and is part of the domestic defence capability of several nations.

Read more about us here.

Culture and benefits

We employ over 1000 Australians and are committed to fostering a culture of excellence and enriching the employee experience. By joining Saab, you’ll be a part of a collaborative and supportive organisation, where your professional growth and work-life balance are emphasised. You’ll work within an innovative and vibrant workplace, while having the opportunity to develop a long-term, fulfilling career. As a valued team member of Saab Australia, you’ll access a variety of perks and benefits to support you and your family including:

• 6 weeks paid leave each year
• 14% superannuation
• Free Income Protection Insurance
• Flexible working options
• Access to the Saab shares matching scheme
• Access to MySaab - our online store offering everything from cash back at hundreds of stores to discounts from exclusive partners

What you will be part of Explore a wealth of possibilities. Take on challenges, create smart inventions, and grow beyond. This is a place for curious minds, brave pioneers, and everyone in between. Together, we achieve the extraordinary, each bringing our unique perspectives. Your part matters. Saab is a leading defence and security company with an enduring mission, to help nations keep their people and society safe. Empowered by its 26,000 talented people, Saab constantly pushes the boundaries of technology to create a safer and more sustainable world. Saab designs, manufactures and maintains advanced systems in aeronautics, weapons, command and control, sensors and underwater systems. Saab is headquartered in Sweden. It has major operations all over the world and is part of the domestic defence capability of several nations. Our transformative approach combines deep expertise with continuous innovation – investing one-fifth of our earnings in research and development to solve tomorrow's challenges today. But technology alone doesn't create safety. Your perspective, your skills, your contribution – that's what transforms possibility into reality. Here, diversity strengthens everything we do. You'll find unlimited opportunities to advance your career whilst maintaining balance in your life beyond work. We're committed to creating an inclusive environment where every person can fully focus on what matters. Saab is an Equal Opportunity/Affirmative Action employer – all qualified individuals are encouraged to apply and will be considered without regard to race, colour, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, age, veteran or disability status.