▷ Apply Now APS5 Executive Assistants

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Overview

The department is seeking motivated and proactive individuals to provide high-level administrative and executive support to senior executive service (SES) officers and their respective teams. There are various positions available throughout the department. These are critical roles that offer a challenging and rewarding experience with exposure to government decision-makers. You will have the opportunity to showcase your skills and further develop your career. Successful officers may be expected to provide support to multiple senior executive staff.

We welcome candidates from government and non-government backgrounds, who can add value by using their initiative and judgement to recognise issues, develop solutions and anticipate and respond to the needs of our senior executive officers. The initial vacancies to be filled from this process are based in Canberra. This process may be used to fill roles in other locations in Australia and overseas.

As an executive assistant within the department, you will be expected to carry out daily duties under limited direction and provide administrative support to the department’s senior executive cohort.

Responsibilities

- Provide high-level administrative and executive support to SES officers and teams.
- Coordinate diary management, meetings, and communications for senior executives.
- Assist with travel arrangements and preparation of briefs, papers, minutes and correspondence with priority and deadlines.
- Manage office systems and records using relevant tools and software.
- Undertake research and analysis to support project or administration tasks.
- Coordinate and prepare briefs and correspondence, including task tracking to ensure timely completion.
- Operate with discretion and good judgement in managing workflow and visitors for SES executives.

Qualifications and Skills

- Highly organized with the ability to manage multiple priorities and diaries.
- Excellent interpersonal skills and the ability to interact with a wide range of stakeholders.
- Ability to work with limited direction and maintain confidentiality in line with APS Code of Conduct and values.
- Strong written and verbal communication skills and proficiency with office software (e.g., Microsoft Office) and electronic records systems.

Role Level

Executive Assistants at the APS5 level will:

- Work collaboratively across the branch or division and with other executive support staff.
- Strategically manage the office and diary of at least one SES Band 2 (or equivalent).
- Be the first point of contact for the SES and provide clear, timely communication and coordination, including handling phone calls, emails and general correspondence.
- Coordinate and prepare meeting briefs, papers, minutes, and correspondence with task tracking to meet priorities and deadlines.
- Manage office systems and records using Microsoft Office, SAP, PDMS and EDRMS (electronic file management systems).
- Undertake research and analysis to support project or administrative tasks.
- Arrange domestic and international travel, including visa applications and travel itineraries.
- Operate with discretion in managing the flow of work and visitors for SES executives.
- Contribute positively to a workplace culture that values diversity and inclusivity.

Diversity and Inclusion

The department recognises the importance of valuing diversity and is committed to improving employment outcomes for Aboriginal and/or Torres Strait Islander peoples. We strive to have a workforce reflective of the diversity of the Australian population and encourage Aboriginal and/or Torres Strait Islander peoples to apply for vacancies.

For more information on diversity and inclusion strategies, please visit the DFAT Careers page.

Affirmative Measures

In applying under this affirmative measure, you may be required to provide evidence to confirm Aboriginal and/or Torres Strait Islander heritage or disability. Acceptable evidence includes:

- letters or declarations from appropriate authorities or organisations confirming heritage; or
- statutory declarations confirming disability, or related documentation as applicable.

Reasonable Adjustments

Please let us know if you require adjustments to participate in the recruitment process by emailing the Recruitment Section. All requests will be considered in consultation with you.

For more information about this role, please refer to the Candidate Pack available by clicking the Apply button.

Note: There is no longer a requirement to submit your CV. Work history is now included in the application form.

The National Indigenous Times acknowledges and pays respect to past and present Traditional Custodians and Elders of this nation.

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