Asd 4 & 5 Executive Assistants and Executive

3 weeks ago

Melbourne, Australia Australian Signals Directorate (ASD) Full time

Total Salary Package: $77,787.84 - $91,434.72 (plus 15.4% super)
- Canberra - ACT,Melbourne CBD - VIC

**The Role**
**ASD4 Executive Assistant**
Within the Administration function an ASD4 Executive Assistant is accountable to perform, under direction, administrative support work within an integrated workforce. They must have a sound understanding of, and comply with, relevant legislative frameworks, government decision-making and the Australian Signals Directorate’s mission and policy requirements.

Key duties and responsibilities include, but are not limited to:

- Organising the SES workflow, giving due consideration to the particular SES’ preferred methods and expectations while working within Agency processes and priorities.
- Proactively work with staff, prioritise and escalate any of their potential issues to the attention of the SES.
- Prepare briefing packs for meetings, being mindful of security classifications and the relevant requirements when managing sensitive documents.
- Develop and maintain effective working relationships with stakeholders, external agencies, and colleagues in Minister’s Offices.
- Support duties including, locating and booking venues, organising and providing supporting for those meetings; booking and finalising travel including preparing Overseas Visitor Authority Minutes and ensuring all relevant information and expenses are recorded accurately according the PGPA guidelines.
- Assist senior SES support staff as required, to deliver outcomes for the Branches and Division.

**ASD5 Executive Assistant**
Within the Administration function an ASD5 Executive Assistant is accountable, under limited direction, to deliver administrative support work within an integrated workforce. They are required to develop and maintain a well-developed understanding of, and be compliant to relevant legislative frameworks, government decision-making and the Australian Signal Directorate’s mission and security requirements.

Key duties and responsibilities include, but are not limited to:

- Providing high level executive support to the SES in a professional, accurate and timely manner
- Performing executive support functions including diary management, administering relevant inboxes, meeting, signing in and escorting visitors, managing phone calls and referring work to relevant areas.
- Developing and maintaining effective working relationships with other internal and externa Offices and executive support staff.
- Exercising a strategic approach when delivering workflows, while meeting mission objectives and priorities in a dynamic environment as SES priorities shift.
- Providing mentoring, guidance and support to Executive Assistants and Executive Support Officers within the Group and the Agency more broadly.
- Locating and booking venues for SES meetings and events, including organising and providing support for meetings; booking and finalising travel including preparing Overseas Visitor Authority Minutes and ensuring all relevant information and expenses are recorded according to PGPA guidelines.
- Develop and maintain effective working relationships with stakeholders, external agencies, and colleagues in Minister’s Offices.

**About our Team**
ASD is entering an exciting phase of growth, innovation and transformation. Our agency has committed to delivering REDSPICE, which is the most significant single investment in the Australian Signals Directorate’s 75 years.

We are seeking energetic, highly organised and task-orientated ASD4/5 Executive Assistants and Executive Support Officers to provide executive support to a range of Senior Executive Officers across the agency during this exciting period of growth.

Within the Administration function ASD4 and ASD5 Executive Assistants and Executive Support Officers are accountable under direction to perform and achieve moderately complex administrative support work within an integrated workforce. They are accountable to have a good understanding of and compliance to relevant legislative frameworks, government decision-making and the Australian Signals Directorates mission and policy requirements.

ASD offers flexible work practices, excellent training, mentoring and development opportunities as well as competitive salary and benefit packages.
- Possess excellent communication and interpersonal skills
- Have the ability to develop sound working relationships internally and externally
- Exercise sound judgement, discretion, and integrity including the ability to maintain confidentiality and privacy
- Have attention to detail, with the ability to take responsibility for accurate completion of work
- Possess strong organisational skills with the ability to plan and manage your workload, resolve issues as they arise and seek guidance when required.
- Throughout the year, ASD may contact you to reconfirm your interest in roles and update you with any relevant information. We request that you also let us know if your circumstances change and you

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