Executive Assistant

2 months ago

Sydney, Australia Australian Department of Infrastructure and Regional Development Full time

**Title**:

- Executive Assistant**Classification(s)**:

- APS Level 5**Employment Type**:

- Ongoing, Non-Ongoing Full Time/Part time**Salary**:

- $79,935 - $84,757 per annum plus 15.4% superannuation**Business Division**:

- Finance, Legal & IT**Branch / Section**:

- Legal Services**Location**:

- Canberra ACT, Sydney NSW, Melbourne VIC**Security Clearance**:

- Baseline Vetting**Job Reference No**:

- 43071**Contact Officer**:

- Joanne Foti, (02) 6274 7272**Closing Date**:

- 11.59pm AEST, Sunday 25 June 2023**Our Department Values**

Our values set the direction for what it means to work in our department. They inform the standard and expectations of behaviours, skills and capabilities and the attributes we currently have, will continually work to achieve and develop, and that we use to acknowledge and attract, retain and recruit into our department.

A little bit about us

The Department of Infrastructure, Transport, Regional Development, Communications and the Arts is responsible for the design and delivery of the Australian Government's infrastructure, transport, regional development, communications and arts policies and programs.

The department’s work touches every Australian community and underpins our economy and society. Our focus is on connecting Australians, enriching communities, and empowering our regions. We do this by providing policy advice to government, and delivering programs, services, and research for the benefit of all Australians.

The Department’s Legal Services Division (Division) provides high quality, practical, technically excellent and timely legal advice, support and services for the department and Ministers’ offices, on the diverse areas covered by the portfolio.

The opportunity we have available

We are looking for dynamic and adaptable staff to fill an executive assistant, administrative role in the Division. Out of this process, we may decide to establish a merit pool for future vacancies.

What will you do?- High-level administrative support to our Chief Counsel; or-
- High-level administrative support to the General Counsel - Commercial Law and the General Counsel - Public law.The Executive Assistant for either of the above roles will be the first point of contact for their respective areas of responsibility within the Division. Where capacity permits, the role may also require provision of additional administrative support for practice management activities that help support the Division as a whole. Responsibilities include, but are not limited to:
- Provide high level administrative support, including:
- Screening of inquiries for the Chief Counsel’s and General Counsels’ offices, telephone calls, in person or otherwise and actioning as appropriate,-
- Monitoring Division 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,-
- Arrange meetings including collation of papers, venue and catering as required, and-
- Maintain the Chief Counsel’s or General Counsels’ offices and surrounding area to a professional standard and in accordance with confidentiality requirements.-
- 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),-
- Working with our Division specific legal matter management system(s),-
- Helping to manage some invoicing requirements and acquittals,-
- Assisting with the management of the Division’s files and database(s),-
- Championing and supporting improved work practices for the Division,-
- Working with division staff to ensure that all correspondence is managed appropriately ensuring all deadlines are met,-
- Providing support to other areas of the Division as requested, where capacity permits,-
- Networking across the Department to aid effective engagement by the Division with other parts of the Department, and-
- Supporting the department being a safe and supportive working environment, including by complying with the APS Code of Conduct and relevant policies.Who are we looking for?- Experience with Microsoft office suite. Experience in using other IT platforms is desirable, although not essential,-
- Takes initiative and responsibility for their work,-
- 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 not afraid to speak up and be firm but collaborative where required, and-
- Able to exercise strong discretion in a position of trust, with particular regard to the sensitive nature of the work car

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