Job Description

• Strong company culture
• Australian owned and operated
• Location - Newcastle

About the role

We are seeking an experienced Business Administration Support Officer for a pivotal role that underpins Airborne Surveillance, Control and Intelligence Systems Program Office’s (ASCISPO) ability to meet its governance, reporting, and strategic obligations. Acting as the primary conduit between ASCISPO and the Branch Executive Support Team, this position ensures seamless coordination of tasks and delivery of high-quality responses, submissions, and briefings within mandated timeframes.

What you will be involved with

• Coordinate branch‑level tasking, priorities and follow‑through
• Manage the Command Support Group mailbox, including triage and actioning
• Research, draft and coordinate timely, accurate responses and correspondence
• Support reporting requirements and compliance activities
• Assist with strategic and business planning activities
• Maintain ASCISPO’s battle rhythm, including schedules, forums and key events
• Provide high‑level administrative support to OC ASCISPO
• Manage diaries, calendars and executive commitments
• Coordinate committees and meetings, including agendas, actions and outcomes
• Arrange travel and associated financial processes
• Plan and coordinate dignitary visits and stakeholder engagements
• Plan, coordinate and support the ASCISPO SPO Board

What we are looking for

• Experience in a similar executive support, program support or coordination role, ideally within a Defence, CASG or complex government environment
• Strong understanding of Defence governance, reporting requirements and business rhythms, with the ability to work within established frameworks
• Demonstrated capability in high‑volume administration, task coordination and stakeholder management
• Proven experience supporting senior leaders, including diary management, correspondence, committees and decision‑making forums
• Highly organised, with the ability to manage competing priorities, deadlines and sensitive information
• Strong written and verbal communication skills, including the ability to research, draft and coordinate quality responses
• Confidence building trusted relationships across multiple stakeholder groups, including Defence, industry and external partners
• A pragmatic, outcomes‑focused approach with strong attention to detail
• Experience coordinating travel, finance processes, events or visits (including senior or dignitary engagements)

You must be an Australian citizen and already hold, or be eligible to hold, an AGSVA NV1 security clearance.

Life at Nova – it all adds up! 

With people being our point of difference, we deliver on promises, reward  good work, champion professional  growth  and support flexibility, all within a diverse and inclusive culture that recognises moments that matter.  

Life at Nova is our collection of employee benefits, designed to meet the many and varied needs of our people.   

Just a few of the great benefits you will have access to are:  

• Generous Parental Leave: Primary Carers receive  20 weeks  paid leave; Partner Carers receive 4 weeks. Full superannuation contributions for up to  52 weeks  
• Professional and Personal Development: Up to $5,000 per year of allowance with PD leave included. Up to $750 per year can be used towards wellbeing such as a gym membership or assets related to wellbeing activities  
• Additional Leave: Ranges from - Reserve, Loyalty, Emergency Services,  Purchased  (up to 2 weeks), and Community Service  
• Flexibility: We promote a culture that encourages and enables flexible ways of working that support our people  
• Dress For Your Day: We empower our people to  determine  their outfit for the activities of the day which allows for personal expression that builds trust  
• Reward & Recognition Program: Offering exclusive discounts from hundreds of major retailers, helping you to save on groceries, petrol, holidays, and more  
• Employee Assistance Program: for employees and family members  
• Annual  Nova employee engagement:  Great way  to connect more broadly and strengthen your internal networks and have some fun!  
• Wellbeing Hub  with access to health and fitness content  
• Access to  Defence Health and Travel Insurance  
• Free Flu Vaccination  annually  
• Novated Leasing  and Salary Sacrifice  
• Nova Employee Company Share Offer  
• An inclusive, collaborative, and supportive culture  
• Social  activities throughout the year, we even dress up at times, think Safari – we  don’t  like to take ourselves too seriously!  

You can view the full range of benefits  at  https://www.novasystems.com/au/careers/life-at-nova-systems 

Nova Systems does not accept any recruitment agency solicitation. 

Nova Systems is committed to building a diverse and inclusive workplace, where everyone feels safe, valued, and included, where our people are our point of difference.  

Nova Systems respectfully acknowledges the Traditional Custodians of the land and waters in which we live and work, and we pay our respects to Elders past, present and emerging. Nova Systems also acknowledges the services of the Aboriginal and Torres Strait Islander people who have contributed to defending Australia and its national interests.   To find out more about our commitment to Reconciliation, please visit our website.  

Veteran  

Nova Systems is a Veteran Employment Supporter of the Veteran Employment Program.  We value the skills Veterans bring and encourage Veterans and Defence partners to apply.  Nova supports our Veterans through reserve leave and top-up pay entitlements.  No need to tailor the use of Defence language in your resume, we prefer to see this however, please let us know if you need support with your application. We also ensure all applications receive a response and feedback when  appropriate.  

ITAR  

As a Defence security clearance is  required  for this role, applicants must be Australian Citizens and eligible to obtain and  maintain  an appropriate clearance. International Traffic in Arms Regulations (ITAR) are applicable and as such, your nationality may be a factor in  determining  your suitability for this role. To learn more, please visit:  www.defence.gov.au/security/clearances 

NOVA SYSTEMS  

Nova Systems is Australia’s largest privately-owned Defence company with global  reach.  We  are leaders in capability assurance and systems integration solving complex challenges in innovative ways.   

We are relied on to develop and test capabilities critical to national security and safety.  We are trusted to integrate mission systems solutions and develop software and products that protect lives every day.   

For 25 years, Nova has brought  a different perspective. From national Defence and essential services to border control and cyber security, these are the challenges we partner with our clients to  anticipate, understand, and solve.  We have strategically  located  offices in Australia, New Zealand, the United Kingdom, Ireland, Norway, and Singapore.  

But what makes Nova Systems truly unique, is our people. Nova Systems is where the best and brightest minds come together to challenge, collaborate, and innovate. At Nova Systems, we see things differently.