Executive Assistant

2 weeks ago

Canberra, Australia Department of Finance Full time

Commercial Group / Procurement Division / Various Branch
- APS 4 ($76,972 - $87,851),APS 5 ($85,836 - $96,313) | Ongoing | Full-time
- Canberra, ACT

**ABOUT THE DIVISION**

The Department of Finance's Procurement Division is responsible for developing, implementing and maintaining Whole of Government systems and policies to support a fair, efficient, and transparent procurement framework for the Australian Government and its suppliers.

The Division:

- Provides advice and guidance to Government on the procurement policy framework
- Maintains AusTender, the Government’s centralised procurement information and e-tendering system, and GrantConnect the Government’s centralised grant information system.
- Coordinate procurement and contracting arrangements for Whole of Government procurement including consultants, contractors, travel, motor vehicle leasing, advertising and stationery and office supplies.
- Coordination of the Government’s procurement reform program, the Buy Australian Plan

**ABOUT THE** OPPORTUNITY**

An Executive Assistant (EA) provides high-level administrative support to the Division’s Assistant Secretaries (AS) and the First Assistant Secretary (FAS). EAs also work closely with other Executive Support teams to ensure the Division, and broader Department, is managed effectively and in a coordinated manner. An EA acts as the first point of contact for the relevant the AS or FAS and their work area.

An APS4 EA’s key duties and responsibilities include, but are not limited to:

- liaising with a variety of internal and external stakeholders
- deliver executive support including managing the inbox and diary/meeting arrangements of relevant AS'.
- tracking and coordinating incoming and outgoing tasks for the relevant Branch, consolidating weekly reports, drafting meeting agendas and recording meeting minutes
- managing telephone calls and referring matters to relevant business areas
- arranging travel bookings and approvals for relevant AS and divisional staff as required
- conducting quality assurance checks of documents that require clearance
- financial management activities (e.g. credit card reconciliation and stationery orders)
- Maintain work area’s records management systems
- assisting with any divisional tasks as required (e.g. urgent administrative tasks to support branch priorities)
- Build and sustain relationships in order to work collaboratively within the work area and other areas of the Department
- ad-hoc administrative tasks.

An APS5 EA's key duties and responsibilities include, but are not limited to:

- liaising with a variety of internal and external stakeholders
- deliver executive support including managing the inbox and diary/meeting arrangements of the Procurement Division’s FAS.
- tracking and coordinating incoming and outgoing tasks for the Division, consolidating weekly reports, drafting meeting agendas and recording meeting minutes
- managing telephone calls and referring matters to relevant business areas
- arranging travel bookings and approvals for the FAS and divisional staff as required
- conducting quality assurance checks of documents that require clearance
- financial management activities (e.g. credit card reconciliation and stationery orders)
- Maintain work area’s records management systems
- assisting with any divisional tasks as required (e.g. urgent administrative tasks to support divisional priorities)
- Build and sustain relationships in order to work collaboratively within the work area and other areas of the Department
- ad-hoc administrative tasks.

**The Department of Finance intends to hold interviews for these roles in early December.**

**DETAILED VACANCY INFORMATION**

For detailed information about these roles, including the job specific capabilities, please refer to the downloadable vacancy pack, which can be accessed by clicking the hyperlink at the bottom of this page.

**ELIGIBILITY ADVICE & CANDIDATE NOTES**
- Under section 22(8) of the _Public Service Act 1999_, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing.
- Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.

**CONTACT INFORMATION**
- For specific questions relating to this job vacancy, please refer to the details on the contact officer located in the downloadable job pack.

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