The Department Coordinator will provide effective administrative support to the Land, Aerospace & Submarines business line and other Departments as allocated. As a member of the Business Support team, the Department Coordinator is 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
Duties include but are not limited to:
Department Coordination:
Provision of confidential administrative support to the LA&S Leadership Team including, but not limited to calendar and inbox management.
Manage confidential and sensitive information with appropriate discretion.
Submission of travel requests and expense claims as required
Attend weekly stand-up meetings and complete delegated tasks
Coordinate department events and activities.
Support meetings, group information sessions and business planning reviews which may include catering, room bookings, preparation of report packs, agendas, presenting, recording, minute taking and/or recording actions
Prepare PowerPoint presentations and printed material.
Maintain intranet pages and SharePoint
Maintain distribution lists and seating plans
Generate purchase requisitions using appropriate software
Perform other duties as assigned by LA&S Leadership
Business Support:
Effectively and efficiently fulfil Service Hub requests ensuring high levels of customer satisfaction (internal) including, but not limited to: - allocation of time codes for staff. - catering for internal and external events (order, delivery, set up and clean up). - support users of Nura Space. - answer employee queries and guide them to relevant POC, Confluence Wiki, or intranet page.
Work in collaboration with other Department Coordinators and Business Support Officers to provide administrative support across all business units.
Provide support at meetings which may include set up, presenting, recording, minute taking and/or recording actions.
Manage Reception area on an ad hoc basis as required and support the integrity of Saab facilities by adhering to security policies and processes (tail-gating, escorting, reporting security incidents etc.)
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.
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.
Report to Business Support Leadership on key issues and task outcomes.
Skills and Experience:
Ability to adapt to changing priorities, tasks and requirements (essential).
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 manage and coordinate a range of tasks with limited supervision (essential).
Diary/Calendar management experience.
Ability to work cooperatively 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