Executive Assistant & Office Administrator

Rheinmetall NIOA Munitions; Maryborough; On-site; AUD 60,000 - 80,000; Full time

Job summary

Rheinmetall NIOA Munitions Maryborough in Queensland seeks a skilled Administration Officer to provide professional reception, executive administration and office support to the General Manager (GM) and Senior Leadership Team (SLT).

You will manage calendars, travel arrangements, prepare correspondence, and maintain records to ensure efficient day-to-day operations and high service levels in a munitions manufacturing environment.

Qualifications

• Office administration certification with reception and administration experience.
• Proficient in MS Office (Word, Outlook, PowerPoint, Excel) and ERP systems.
• Strong spelling, grammar and data entry skills.
• Professional presentation with high interpersonal skills.
• Ability to handle confidential information.

Responsibilities

• Serve as the first point of contact for visitors and guests.
• Manage telephone calls, mail and deliveries according to processes.
• Maintain reception, common areas and meeting rooms.
• Coordinate visitor sign-in and site access.
• Provide confidential support to the GM; undertake duties as required.
• Manage calendars, travel and meetings; prepare reports and minutes.
• Coordinate leadership meetings and documentation; support projects.
• Maintain document control and records for RNM intranet HQ.
• Coordinate catering for functions and events.
• Support SLT with administrative tasks and information flow.

Skills

Reception experience

Executive assistant

Communication

Planning & organizing

Data entry

Education

Office administration certification

Tools

MS Word

MS Outlook

MS PowerPoint

MS Excel

Adobe

ERP system

Job description

Rheinmetall NIOA Munitions – Maryborough QLD

Rheinmetall NIOA Munitions Pty Ltd (RNM), a joint venture between Rheinmetall Waffe Munitions and NIOA Pty Ltd operate a state of the art forging and manufacturing facility in Maryborough QLD that produces artillery shell cases and other munitions-related products for supply to defence.

What are we looking for?

As the Administration Officer, you provide professional reception, executive administration and office support services to the General Manager (GM) and Senior Leadership Team (SLT) group and complete reception, general office, personal assistant and administrative tasks ensuring efficient day-to-day operations, effective communication, and a high standard of customer service aligned to the GM, company values and culture.

Rheinmetall NIOA Munitions seek applicants who align with the company’s way of working to create a workplace where we value, respect and look out for each other, where we collectively deliver exceptional service and are continually challenged to grow and be successful. We value diversity and are committed to an inclusive work environment. We aim to build a work team of employees with varying gender, age, race, ethnicity, professional and cultural backgrounds.

Key Accountabilities

Serve as the first point of contact for visitors, contractors greeting and serving guests as required ensuring a professional and welcoming experience whilst actively demonstrating the company culture and values.

Manage telephone calls, correspondence, mail and office deliveries, directing enquiries appropriately in accordance with company processes.

Maintain reception and all common areas and meeting rooms to ensure a professional presentation at all times.

Co-ordinate visitor sign-in processes and support site access and security requirements.

Provide confidential administrative and organisational support to the General Manager. Undertake additional duties commensurate with the role as reasonably requested by the GM.

Manage calendars, schedule meetings, organise travel arrangements, and co-ordinate appointments where required.

Prepare correspondence, reports, presentations, meeting agendas and minutes as required. Monitor and prioritise incoming communications, ensuring timely responses and follow-up actions.

Co-ordinate leadership meetings and reports, document distribution and action tracking. As determined by the GM or SLT, assist with the co-ordination of business initiatives, projects and leadership activities.

Act as the company document controller for the RNM intranet, HQ. Maintain various databases, registers, filing systems and records ensuring accuracy, confidentiality and compliance with document control processes.

Lead and co-ordinate catering requirements for functions including internal and external stakeholders; employees, community members, government officials/guests, suppliers, customers and/or media.

Support the administration of company events, workshops, leadership forums and team engagement activities.

Co-ordinate and manage employee uniform issue, employee asset register, contractor management and health monitoring processes.

Exercise discretion and maintain RNM & SLT confidence when handling sensitive information.

Build and maintain positive and professional relationships with internal and external stakeholders.

Manage company communications under direction of GM & SLT. Ensure communications are professional, accurate and pro-active and aligned to achieving company and team goals.

Support effective information flow between leadership, employees and other parties.

Manage office supplies, stationery, equipment maintenance, and vendor relationships to ensure efficient office operations.

Co-ordinate company travel under direction of SLT, process purchase orders and administrative documentation as required.

Provide administrative support across the Senior Leadership Team to facilitate effective business operations.

Provide business flexibility with administrative support across the business as operational requirements dictate and directed by GM or SLT.

Develop task instructions for reception and administration supporting continuous improvement initiatives by identifying opportunities to enhance reception and administrative processes and systems

Qualifications, Knowledge & Experience

Office administration certification with demonstrated reception, executive assistant and administration experience.

Knowledge and experience with MS Office software particularly word, outlook and power-point and use of excel, adobe and company ERP system.

Proficient keyboard skills including intermediate literacy and accurate spelling, grammar and data entry

Professional presentation with high interpersonal skills - verbal and written

Ability to proficiently manage confidential and private information at the highest level and matters of security

Language skills – English – above average written and verbal

Planning/Organising

Professionalism

Communication

Teamwork

Safety and Security

Personal Attributes

High ethical standards and integrity in professional and personal dealings

Excellent multi-tasker who prioritises and manages time effectively.

Goal orientated and process driven but flexible to deliver results.

Self-motivated to work autonomously in an efficient manner.

Additional Requirements

Fit to work in munitions manufacturing environment

Resilience and ability to work varied hours as required to achieve desired outcomes.

Police/security screening checks and permanent right to work in Australia.

Join a dynamic team focused on collaborative, hands-on ways of working for successful outcomes

Work in a state-of-the-art facility created for technical excellence and future expansion and includes quality equipment, offices and amenities

Flexibility to provide input into the systems and processes for the operations

Work for a company that values people, exceptional quality and service

Excellent opportunity in a regional location in South-East Queensland

Strong links to the global Rheinmetall community across the world and Nioa throughout Australia

General Requirements

Police checks and security checks

Australian citizenship, permanent residency/rights and availability to work in Australia