Executive Assistant

Australian Submarine Agency; Adelaide; On-site; AUD 70,000 - 90,000; Full time

Job summary

The Australian Submarine Agency in Adelaide is seeking highly experienced Executive Assistants to support SES Band 3 Officers. The role involves managing office functions, diaries, and correspondence, while maintaining high-level stakeholder engagement. Ideal candidates must demonstrate excellent communication skills, strong judgement, and the ability to work under pressure. This position is part of a high-paced, transformative program in Australia’s defence landscape. Application closes on Sunday 24 May 2026.

Qualifications

• Experience in managing a Senior Executive service office.
• High-level liaison with internal and external stakeholders.
• Ability to mentor and develop junior staff.

Responsibilities

• Manage appointment diaries and meeting arrangements for Senior Executives.
• Ensure contact lists are up to date.
• Organise meeting packs and track correspondence.
• Responsible for travel requisitions and bookings.
• Develop business improvement initiatives.

Skills

Excellent communication and interpersonal skills

Strong stakeholder engagement skills

Ability to manage competing priorities

Sound judgement and discretion

Strong attention to detail

Job description

The acquisition of conventionally-armed, nuclear-powered submarines is an historic and transformative endeavour for Australia. The whole-of-nation effort to safely and securely deliver the cutting edge nuclear-powered submarine program will transform Australia’s economic and national security landscape for decades to come.

The Australian Submarine Agency (ASA) is looking for a highly experienced, enthusiastic and organised Executive Assistants to fill current vacancies supporting a number of SES Band 3 Officers across the Agency.

This role is fast-paced with rigid timelines. It requires managing the office environment and the prioritisation of multiple workflows. To succeed in this role, you will have great people skills the ability to anticipate the needs of your senior executive and demonstrate flexibility, resilience and initiative.

The duties of an APS 6 Executive Assistant in the ASA include the following:

• Accountable for managing a Senior Executive service office including 'front of office' functions, including:
• Managing the appointment diary and meeting arrangements for the Senior Executive Service.
• Monitoring and triaging the inbox of the Executive and Division
• Ensuring contact lists up to date
• Organising meeting packs and tracking correspondence and clearance documents
• Tracking and processing administrative correspondence and documentation.
• Responsible for travel requisitions and acquittals for the office, booking travel and accommodation.
• High-level liaison with key internal and external stakeholders.
• Developing business improvement initiatives to streamline workflow.
• Managing junior executive assistant team members
• Advise, arrange, coordinate and reconcile all aspects of domestic and international travel in-line with Defence travel policy for Senior Executive Service Officers.
• Perform procurement, reconciliation and acquittal of the Senior Executive Office budget and financial delegate functions.
• Implement and provide advice on Australian Submarine Agency administration policy and procedures.
• Build and sustain positive relationships and to work collaboratively with internal and external stakeholders to achieve goals and objectives.
• Mentor and develop APS 4 & APS 5 Executive Assistants (EAs)

About our Team

Our people are capable, committed and diverse. We support an inclusive culture that emphasises respect and collaboration and prioritises safety and security. Our greatest asset is our people.

We have multiple divisions within the agency seeking EA’s –

• DDG Nuclear Submarine Delivery
• DDG Technical

Our Ideal Candidate

We are a dynamic organisation seeking employees who are agile, innovative and energised by high-paced work. We are seeking highly motivated and collaborative minded people who will have the opportunity to contribute to a once in a lifetime program.

Our ideal candidates will bring the following attributes and skills to the role:

• Possess excellent communication and interpersonal skills including initiative, positive attitude and the ability to work under pressure to achieve results
• Have strong stakeholder engagement skills and a demonstrated ability to work collaboratively with a range of people, including internal and external senior executive levels and their support staff
• Ability to exercise sound judgement, discretion, and integrity including the ability to maintain confidentiality and privacy
• Strong attention to detail and organisational skills, ability to manage competing priorities, while working independently and collaboratively with the EL1 executive officer.

Application Closing Date: Sunday 24 May 2026

For further information please review the job information pack, reference ASA/02398/26 on https://defencecareers.nga.net.au/?jati=D5386717-D38C-9874-2D5D-ECDBE02B7EEB