Executive Assistant and Divisional Support Officer

7 months ago

Canberra, Australia Australian Department of the Environment Full time

APS 4 - $72,002 - $78,386
- Emissions Reduction
- Canberra - ACT
- _Exciting opportunities to play a pivotal role in supporting Senior Executives, making tangible impacts on the division’s daily operations and overall success. _
- _Work in a motivated and professional team with a wide range of skill sets and backgrounds _
- _City based location with flexible work options_

**Who we are**
The Emissions Reduction Division develops and implements Australia’s domestic policies and programs to get (and keep) Australia on track to at least 43 per cent reductions in emissions (vs 2005 levels) by 2030, and net zero by 2050. Our work spans the economy, with particular focus on the transport, agricultural and land sectors, and we work closely with colleagues in the Energy group. Our strategies and advice are complemented by the division’s oversight and policy advice for the Clean Energy Regulator. The Division also delivers the National Greenhouse Accounts and emissions projections, which provide information on Australia’s historical, current and projected greenhouse gas emissions, fulfilling international reporting obligations. This data informs the design and tracks the effectiveness of domestic climate action and progress towards emissions reduction targets.

**The Job**
The Emissions Reduction Division is seeking one APS4 Executive Assistant and one APS4 Divisional Support Officer to join our divisional executive support team. Both positions are accountable under general direction of Branch Manager or Divisional Executive Officer to perform moderately complex work to provide a range of administration, corporate and executive support activities across the division. The APS4 Executive Assistant will support one or more General Managers (Senior Executive Service Band 1) and the APS4 Divisional Support Officer will report directly to the Executive Officer of the Division Head (Executive Level 1).

Key responsibilities of the APS4 Executive Assistant are:

- Provide executive support to the SES, whilst delivering administrative advice to all areas that fall within the team.
- Maintain high level knowledge of the branch objectives including progress towards outcomes/outputs/projects to enable the provision of support and advice where appropriate.
- Diary management and coordination, including scheduling appointments and organising travel.
- Arranging meetings and organising logístical arrangements (room bookings, refreshments and escorting external stakeholders).
- Liaising with stakeholders of all levels including the Minister’s Office and providing assistance with general enquires.
- Coordinating and reconciling financial commitments for your SES consistent with policy and/or guidelines.
- Other duties as negotiated with their executive.

Key responsibilities of the APS4 Divisional Support Officer are:

- Act as a central point of contact for the Division.
- Maintain high level knowledge of the Division objectives including progress towards outcomes/outputs/projects to enable the provision of support and advice as a representative of the division.
- Lead the operation of the coordination inbox, including responding to requests for information, coordination and assistance, triaging and distributing coordination requests to staff across the division; and monitoring progress on coordination requests and to ensure input is delivered in a timely fashion.
- Support the Division Head EA with Senate Estimates administration.
- Assist Executive Officer in the identification and implementation of projects to improve divisional culture, staff wellbeing, and achievement of divisional objectives.
- Assist Executive Officer in planning and running divisional planning days.
- Other duties as negotiated with the Executive Officer.
- Support divisional culture and set the tone for an inviting and positive division that supports staff wellbeing and diversity.
- Bring forward ideas to improve the division operates.

**What we are looking for**

**Knowledge and experience**
These roles would suit those with previous experience in executive support, administration and/or coordination. The department is committed to a diverse and inclusive work environment.

**Skills and capabilities**
- Experience, or transferrable skills, in providing administrative support to senior executives
- A demonstrated capacity to liaise with a diverse range of people and build productive working relationships.
- Have strong attention to detail with the ability to adapt to competing priorities and stay focused in a fast paced and high-pressure environment.
- Have excellent communication and office management skills and enjoy working within a diverse and dynamic team environment.
- Demonstrate integrity and discretion in dealing with confidential and sensitive business matters.
- The ability to work autonomously as well as part of a team.

**Eligibility and other requirements**

**Citizenship**
**- **To be eligible for employment with the Department o

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