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Executive Assistant

3 weeks ago

Canberra, Australia Department of Employment and Workplace Relations Full time

APS Level 5
- Canberra, ACT; Sydney, NSW
- $87,264 - $93,294

**About the Department of Employment and Workplace Relations**
We are committed to empowering futures, ensuring rights and enriching lives. We support people to have safe, secure and well-paid work with the skills for a sustainable future as we ourselves strive to be a model employer.

We provide the framework for fair and productive relationships between employers and employees. We also oversee skills development and training initiatives to support those entering the workforce or re-training to take advantage of emerging employment opportunities.

With us your work directly contributes to shaping the employment landscape. Whether you're engaging in policy development, program implementation, or direct support services, your efforts will have a tangible impact on job seekers, employees and the economy by giving them a framework to build a future anchored and realised through employment.

**Please note, this opportunity is for Ongoing Department of Employment and Workplace Relations/APS employees only.**

**Please discuss the possibility of release with your manager before applying.**

**The Role**
Reporting to the First Assistant Secretary, Workforce Australia for Individuals Division, the Executive Assistant is responsible for providing high-level executive administrative support and office management, such as diary management, travel arrangements, note-taking, general correspondence, meeting coordination, document preparation and records management. An Executive Assistant is the primary point of contact for the office and must demonstrate and uphold the Australian Public Service (APS) Values at all times.?

The duties of an Executive Assistant include:

- Anticipating requirements for meetings, ensuring briefing materials are prepared prior to meetings.
- Administering procurement activities and payment of invoices as directed.?
- Preparing minor correspondence, minutes and other written material as directed.?
- Answering telephones and taking messages or actioning requests as appropriate.
- Maintaining up to date contact lists or organisation charts.
- Coordinating and managing travel and conducting monthly credit card acquittals.?
- Resolving problems and taking initiative to identify alternative courses of action.
- Liaising with a variety of internal and external stakeholders.
- Other duties may include managing record keeping in accordance with departmental processes or corporate resources such as managing leave calendars, organisation charts, phone lists, etc.

In addition, the responsibilities of an APS 5 Executive Assistant include:

- Coordination and tracking of workflow in and out of the Deputy office, including management of tracking systems, reporting and more complex administration tasks.
- Assisting and working with the Executive Officer for the Division, along with Assistant Secretaries and their Executive Assistants to ensure that all tasks, briefings and correspondence are managed appropriately, ensuring all deadlines are met.
- Anticipating requirement for meetings, including preparation of agenda’s, following up of agenda and action items, talking points and providing secretariat administration.
- Liaising with a variety of senior internal and external stakeholders, such as Secretary/Deputy Secretary Offices, Ministers’ Offices and other Commonwealth agencies
- Guiding and mentoring branch Executive Assistants, including disseminating and promoting information on Group and Division priorities and working together to streamline processes to improve productivity and outcomes.

**Skills and Capabilities**
We are seeking an Executive Assistant who is motivated to work for the department and has a strong desire to contribute to the outcomes of our division’s objectives.

You will have excellent communication and interpersonal skills, as well as the strong organisational skills, attention to detail and problem-solving abilities. You will have professionalism and be able to exercise a high degree of confidentiality and judgement.
The environment is dynamic and fast paced, and changing demands must be responded to quickly, so these positions require an ability to use initiative and execute tasks efficiently, calmly and accurately under pressure.

We are seeking an individual with the following skills and capabilities:

- Organisational skills - adept at managing multiple diaries and the reprioritisation of tasks to accommodate competing and changing priorities.
- Initiative and good judgement to add value, recognise issues, develop solutions and anticipate the needs of the executive you are working with.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills, including the ability to develop and maintain internal and external relationships - as the 'face of the office' you will interact positively and professionally with a wide variety of stakeholders.
- Ability to thrive in a fast paced, high-volume e