Aps6 Executive Assistant

3 weeks ago

Canberra, Australia Chandler Macleod Full time

**Location***
- Canberra, Australian Capital Territory
- **Category***
- Executive
- **Salary**
- $ AUD - $ AUD Hourly
- **Posted**
- 27-Mar-2024
- **Work type**
- Full Time
- **Contact**
- Jess Kaur
- **Reference**
- BH-159118
-As one of the Australia’s largest providers of human resources solutions, Chandler Macleod has a proven track record of unleashing potential in people and companies. For over 40 years Chandler Macleod’s recruitment business has connected leading-edge projects and employers with outstanding business professionals.
Our client is seeking to engage an APS6 Executive Assistant.
**Location**: Canberra, ACT
**Contract Length**: 12 months, with option to extend for 2 X 6 months
**Eligibility/Security Requirement**: Applicants must be **Australian Citizens**

**Full Requirements - Responsibilities**

As Executive Assistant, you will need to support the Group Executive and the wider Leadership Team with administrative duties, including organizing engagements with partners, stakeholders, and customers. At times you will also be required to support enterprise functions such as incident management.
You will get to see and learn the work across the Bureau. It can be a fast-paced busy environment where things can change quickly, and you will need to be flexible and agile in supporting the Group Executive and the office. A high level of initiative and common sense is required. Strong relationship skills are needed in support of collaboration and work with people to manage the diary, the inbox, the prioritization of work, the projects, and activities within and across the Bureau's Groups.
You will liaise with diverse teams, both internal and with high-profile external stakeholders. The roles require a high degree of professionalism, judgement, and discretion. The environment you work within is very supportive and enables you to grow and learn and to make the role your own.
**The responsibilities of the role include but are not limited to**:

- Anticipate the needs of the Group Executive to ensure the office runs smoothly and is efficient and effective.
- Monitor and track incoming documents to ensure correspondence is triaged, prioritized, and actioned accordingly.
- Prepare meeting materials, correspondence, presentations, and minutes, including the administration of critical, confidential, and sensitive information.
- Supporting the Leadership Team which includes, but is not limited to:

- providing high level executive and administrative support to assist in the management of the office workload and work priorities.
- organizing travel arrangements for Agency staff and contractors, and assisting with financial management activities including credit card acquittals, monthly accruals, procurement activity and invoice processing
- managing the Agency SharePoint site, including answering staff questions, and actioning ad hoc requests, maintaining membership, and requesting access via Cherwell for external access requests.
- coordinating meetings and activities, including diary management and any meeting room requirements
- assisting in the organization of internal and external forums, meetings and working groups such as for Storm Pride Network (where Group Executive is Executive Sponsor)
- undertaking secretariat functions including preparing communications for meetings, minute taking and following up on action items, and any meeting room requirements
- streamlining and implementing work efficiencies to assist with a high volume of work,
- undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with policy, and
- managing a range of regular and ad-hoc matters on behalf of the Group Executive, showing initiative and discretion.
- Liaise with stakeholders (internal and external to the Bureau) and assist with the resolution of moderately complex to complex issues, responding to stakeholder needs and expectations as required.
- Working closely with colleagues across the organization and with external stakeholders.
- Support and mentor EAs across the Bureau.
- Complying with all Bureau work, health and safety policies and procedures, and taking reasonable care for your own health and safety and that of employees, contractors and visitors who may be affected by your conduct.

**Knowledge and Skills Required**:
**_Mandatory_***
- Demonstrated experience as an Executive Assistant and/or Office Manager or in providing administrative support to a senior manager and/or high-level office coordination experience. Experience working in the Australian Public Service will be highly regarded.
- Well-developed organisational and time management skills, skills including diary management, travel, document control and research skills.
- Ability to work flexibly across business areas, managing shifting priorities and demonstrated initiative to drive opportunities for improvement.
- Ability to act with discretion with strong judgement and problem-solvin

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