Main purpose of job:

To provide efficient and effective administrative support to the AUKUS SMA – a senior director level appointment in the UK Ministry of Defence and the British High Commission, with a focus on the Australia, UK and US (AUKUS) strategic program. The AUKUS SMA role sits within Pillar 2.  The Pillar focuses on developing a range of advanced capabilities, to share technology and increase interoperability between their armed forces. The SMA and EA will be working alongside the UK Defence Section in the British High Commission. 

Roles and responsibilities / what will the jobholder be expected to achieve?:

Diary Management

• Manage SMA time efficiently, incl. by effective and proactive diary management, helping with prioritising/deconflicting meetings, anticipating/arranging associated briefing or logistical requirements, reminding him of important tasks/deadlines, etc.;

Travel

• Manage interstate and overseas travel for the SMA including booking SMA’s flights, hotels, and car hire.
• Design and organise SMA visit programmes for interstate and overseas travel in conjunction with the Military Assistant (MA)

Events / Invites

• Maintain SMA’s work-related social program, including liaison with senior defence, ministerial personnel and outer offices.

Expenses

• Prepare and ensure accuracy of expense claims forms for the SMA including writing draft justifications, if appropriate

Correspondence 

• Undertake research and routine staff work as requested, including assistance with preparation of letters/papers/briefs as required.

Networking

• Create and maintain a strong, professional network both internally in the British High Commission, the MA to the SMA and externally, with the Australian Department of Defence and the UK Ministry of Defence, to enable efficient support to the SMA.

Transport

Liaise with the Defence Section driver to align driving details with the Defence Attache, be prepared to assist in driving details should the Defence Section driver not be available. 

• Self-Starter – must be able to work at a fast pace to a high standard.
• Must be confident in dealing with senior figures, Ministers and VIPs and their outer offices.
• Must be able to take initiative using judgement, strong problem-solving skills, and displaying resilience.
• Excellent interpersonal skills – ability to deal with difficult situations with tact and diplomacy and a high degree of confidentiality when required to achieve desired outcomes.
• Strong, proven administrative skills, diary management and programme arranging.
• Ability to work under pressure to meet deadlines.
• Good desk research skills and excellent writing skills
• High level experience using Microsoft Office
• Full Australian driving licence.
• Experience with OneDrive and SharePoint.

Language requirements: 

Language: English 

Level of language required: Fluent