Aps4 Executive Assistant

1 week ago

Canberra, ACT, Australia DFP Recruitment Services Full time

Job description:

We are seeking several

APS4 Executive Assistants for a Federal Government Department, the roles have an option of non-ongoing or contract with the opportunity of permanent for the right applicants.

The

APS4 Executive Assistant positions will provide high level executive and administrative support to Assistant Secretary's. This includes management of appointments, coordination of meetings and responding to incoming communications.


Our Executive Assistants work across their individual branch or division to provide strong support to the critical tasks of their work area.

You will be supporting your relevant Assistant Secretary, along with providing a vital role in ensuring the smooth operation of your branch.

A merit pool will be established to fill vacancies for similar roles across the department over a 12-month period.

The duties of the

APS4 Executive Assistant role generally include, but are not limited to:

  • Provide support to the Assistant Secretary:
  • Screening of inquiries to the Assistant Secretary's office, telephone calls, in person or otherwise and actioning as appropriate,
  • Monitor branch and other Executive Assistant telephones and provide backup as required,
  • Diary management to ensure all responsibilities are met,
  • Credit card reconciliation,
  • Arrange and acquit domestic and international travel as required,
  • Undertake research and preparation of correspondence as required and requested by the Assistant Secretary,
  • Arrange meetings including collation of papers, venue and catering as required and,
  • Maintain the Assistant Secretary's office and surrounding area to a professional standard.
  • Anticipate requirements for, and initiate the timely preparation of briefing material prior to the meetings attended by the Assistant Secretary.
  • Ensure that all hardcopy and electronic documents are filed in accordance with approved records management processes and security requirements.
  • Coordinate and work with relevant staff to provide responses to corporate documents (including annual reports).
  • Work with Branch staff to ensure that all correspondence is managed appropriately ensuring all deadlines are met.
  • Provide support to other areas of the Branch as requested.
We are looking for Executive Assistants who are motivated to work for the department and have a strong desire to be an asset to their work area

This includes:

  • Proactive and energetic, and has the ability to always work as part of a team;
  • Able to scan current and emerging priorities, identify the criticality of tasks, and manage the outcome as appropriate;
  • Able to communicate with a broad range of stakeholders and build consensus to achieve outcomes;
  • Calm but no afraid to speak up and be firm but collaborative where required; and
  • Able to exercise strong discretion in a position of trust.
A baseline security clearance is required for these roles.

Note:
You may be required to provide evidence of your COVID-19 vaccination status.

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