Executive Assistant

Overview

We are seeking a motivated and enthusiastic Executive Assistant for an interesting and diverse role based in Brisbane. In this role your day will be predominantly spent supporting our Executive Director - Criminal Investigations Branch and another Executive Director (to be determined). You will also provide local support for some facilities and business services for our Brisbane office as required.

About the role

In this role you will be performing important duties across two branches in the Office of the Fair Work Ombudsman and providing some local support for our Property Services team as a contact point for the Brisbane office to support our Property and Business Services officers across our nationwide network.

Your core duties will involve co-ordinating and supporting a very busy day-to-day schedule of meetings for two dynamic Executive Directors and administrative support for their Branches. Your role will also include monitoring property and facilities issues specific to Brisbane office. This can include liaising with our property services provider, and assisting with Brisbane office services such as stationery and office supplies.

To be successful in this role you will have excellent administrative and organisational skills and be a strong communicator. You will have the ability to work both autonomously and as part of a team, demonstrate initiative and respond to changing and competing demands. You will bring an exceptional level of customer service, professionalism, integrity and discretion to all your interactions with colleagues and our stakeholders.

This role supports hybrid work arrangements. The successful candidate will be required to work from the Brisbane office on certain days per week in order to perform location-based tasks, including processing of mail, with the opportunity for work from home on other days by agreement depending on whether the role is full time or part time.

About the OFWO

The Office of the Fair Work Ombudsman (OFWO) is an independent statutory office established by the Fair Work Act 2009 (Fair Work Act). Our functions outline the responsibilities we have as set by the Fair Work Act and other legislation to achieve our purpose:

- provide education, assistance, advice and guidance to employers, employees, outworkers, outworker entities and organisations
- promote and monitor compliance with workplace laws
- inquire into and investigate breaches of the Fair Work Act
- take appropriate enforcement action
- perform our statutory functions efficiently, effectively, economically and ethically.

What our employees say about us

We are one of the most engaged and high performing agencies in Australia; consistently scoring above average on employee engagement and wellbeing when surveyed against other APS agencies.

What we offer you

We provide a diverse, inclusive and supportive work environment with access to:

- Great training and development opportunities
- Generous leave and flexible working arrangements
- Our Employee Assistance Program (EAP), a free counselling service for you and your family
- A competitive salary, plus 15.4% superannuation
- Rewards and recognition initiatives

We Value Diversity

OFWO has been accredited as a Breastfeeding Friendly Workplace since 2011. We are also members of the Australian Network on Disability and Pride in Diversity. We encourage and welcome applications from First Nations people, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds and mature age people.

The key duties of the position include

Typical Duties

The duties of this role include, however, are not limited to:

- Monitoring and managing the Executives/' inbox and calendar, and a comprehensive deliverables list, assisting with triaging and identifying delivery risks
- Building and maintaining strong working relationships and rapport with key stakeholders, including the Senior Leadership group, the Branches led by your Executives, staff in the Brisbane office and other Executive Assistants
- Administrative financial management activities (e.g. credit card reconciliations, purchases, assisting with procurement) and arranging domestic travel arrangements
- Undertaking administrative tasks to support the Executives/' Branches as required, which could include tasks such as maintaining organisational charts, distribution lists, leave schedules and other reporting tasks as required
- Exercising exceptional professional judgment and using a common-sense approach when dealing with issues, problems, confidential and sensitive matters, ensuring diplomacy and strong discretion. This includes providing a solution-based focus when dealing with requests and issues raised by stakeholders
- Supporting the Property Services Team with management of local property faults with our Property Service Provider and work order management across the Brisbane office
- Assistance with Emergency Management and local Security Duress alarm testing
- Involvement with mail handling policies and procedures
- Assistance with the administration of Fleet Vehicles as required
- Accurately maintaining and use of information databases
- Records management including archival processes
- Ordering and maintaining offices supplies

Selection Criteria

The successful candidate will be able to demonstrate:

- sound judgment, integrity and discretion; maintaining confidentiality and privacy is an essential requirement
- excellent organisational skills with the ability to plan and independently manage your workload, attempt to resolve issues as they arise and seek guidance when required.
- excellent communication skills, both oral and written
- the ability to demonstrate to build and maintain productive working relationships with a diverse group of stakeholders
- exceptional attention to detail, with the ability to take responsibility for accurate completion of work
- the ability to prioritise tasks and adjust to meet changing work demands and circumstances
- proficiency with Microsoft 365, to produce documents, presentations and communications.

Experience in the use of Microsoft Copilot or similar tools, and digital skills in relation to process improvement, production of communications or information, or an interest and capacity to develop these skills, will be highly regarded.

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