Executive Assistant and Office Manager

6 months ago

Sydney, Australia Australian Government - Department of Climate Change, Energy, the Environment and Water Full time

APS 6 - $91,944 - $104,393 per annum plus superannuation
- ARENA
- Sydney, NSW
- _Work in an impactful and evolving environment_
- _Be part of a team that collaborates and makes a difference_
- _City based location with flexible work options_

**Who we are**
The Australian Renewable Energy Agency (ARENA) is a Corporate Commonwealth entity. ARENA’s main objective is to improve the competitiveness of renewable energy technologies and increase the supply of renewable energy in Australia. ARENA was established on 1 July 2012 under the Australian Renewable Energy Agency Act 2011 (the ARENA Act). ARENA has received significant additional funding over the past 3 budget cycles and is trusted by the Government to deliver many of its most impactful emissions reduction programs. ARENA supports the Government's emissions reduction goals of 43% reduction in net emissions by 2030 and net zero by 2050, through its focus on technology innovation and commercialisation to the benefit of Australia. ARENA complements other funding bodies and provides financial assistance to renewable energy, energy efficiency and electrification technologies for research, development, demonstration and deployment projects. The provision of knowledge sharing forms an important part of ARENA’s functions. ARENA operates under its own Act of Parliament, and the ARENA Board and CEO are responsible to the Minister for Climate Change and Energy, the Hon. Chris Bowen MP.

The Business Development & Transactions (BD&T) team plays an integral role within ARENA by working collaboratively with industry, research institutions and government to support initiatives that accelerate the reduction of Australia’s global emissions through technology innovation. Key accountabilities for the BD&T team are:

- Designing and implementing funding programs and rounds
- Design of programs and funding initiatives
- Screening and soliciting funding proposals
- Coordinating external due diligence
- Preparation of funding approval
- Negotiation of funding agreements in collaboration with Project Solutions
- Management of the ARENA Advisory Panel
- Management of A-Lab
- Supporting renewable energy startup community

**The Job**
As the Executive Assistant and Sydney Office Manager you will support the Chief Investment Officer (CIO) and be accountable for achievement of complex procedural, operational, administrative and business support activities, managing workflow and resources, preparing work area and team plans as well as contributing to workforce and financial planning within an integrated workforce. The role is required to work collaboratively to build and sustain effective relationships across the Agency. This role will require initiative to identify, anticipate and respond to stakeholder needs and expectations to achieve outcomes within a change environment.

Responsibilities include:

- Manage travel arrangements and other administrative tasks for the CIO, and Sydney Office.
- Act as the primary point of contact for internal and external stakeholders, screening and prioritising communications as required.
- Support the CIO in the efficient operation of the Business Development and Transactions (BDT) team.
- Oversee the BDT project pipeline management system, ensuring that relevant and accurate information is collated, analysed and reported against short, medium and long term implications to the team’s goals.
- Track BDT deliverables such as inputs into board meetings and take minutes of executive
meetings where relevant.
- Manage BDT led projects against relevant timelines.
- Manage relationships with internal and external stakeholders to ensure deadlines are achieved and complex matters resolved as well as the resolution of complex or sensitive matters.
- Administer recruitment support across BDT team, liaise with internal stakeholders including ARENA BDT Managers, and ARENA recruitment team.
- Proactively contribute to business improvement strategies to improve efficiencies.
- Monitor emerging issues, identify their potential impact and associated risks and develop relevant risk mitigation strategies.
- Engage with the Agency’s workforce, respond to complex enquiries and issues and identify alternative courses of action.
- Manage the operation of the Sydney office, including managing visitor logistics, assist with lease agreements, procurement and payment of invoices, repairs and maintenance to ensure that matters and issues are addressed proactively, and all vendors are managed effectively.
- Working autonomously, or with others in the Agency where necessary, plan and execute office events and conferences that relate to the Sydney office and/or the BDT team, including sourcing and engaging venues, negotiating and arranging travel and accommodation and liaising with external service providers.

**What we are looking for**
**Knowledge and experience**
- Demonstrated experience in providing effective high level executive support and administration to senior

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