Aps6 - Executive Assistant to Deputy Secretary

**Detail**

**Description**

**Position title**:
Executive Assistant to Deputy Secretary

**Classification**:
APS6

**Employment Type**:
Ongoing

**Division**:
Infrastructure Group

**Branch/Section**:
Deputy Secretary Office

**Location**:

- We want to recruit the best people to our Group, however the operational requirements of this role are location specific. _

Canberra, ACT.

**Security Clearance**:
NV1

**Job Reference Number**:
46003

**Contact Officer**:
Lisa Tonna, (02) 6136 6436

**Closing date and time**:
11.59pm AEDT, Sunday, 20 October 2024

**Work with us**:
**Your life. Your contribution. Your development. Your passion**

**The opportunity we have available**

We are looking for an Executive Assistant (EA) to provide high level executive and administrative support, and to support the Executive Officer (EO) to manage the Office of the Deputy Secretary, Infrastructure Group. By supporting a Senior Executive in the department, you will play a critical role in managing the day-to-day business of the office. This includes communicating with a wide range of people, managing appointments, coordinating meetings and according preparations.

You will also work collaboratively with other Senior Executives and their EAs/EOs to ensure objectives of the Group can be achieved in the timely manner.

It is the expectation that this position will be responsible for but not limited to:

- Diary management including prioritising the Deputy Secretary’s time and drawing attention to matters of priority;
- Coordinating meetings and logistics, working collaboratively with the Executive Officer to ensure the Deputy Secretary is prepared;
- Tracking workflow items in and out of the office, including prioritising and monitoring, to ensure that work is managed appropriately and deadlines are met;
- Arranging travel and accommodation for the Executive, including reconciliation and maintenance of Executive travel and credit card accounts and related cost centres;
- Using various platforms (e.g. Outlook, Excel, OneNote, Record Management, PDMS) to efficiently manage work;
- Facilitate relationships amongst the Executive Assistants, including demonstrating leadership to junior Executive Assistants and participating in the Executive Assistant Network;
- Maintaining the office of the Deputy Secretary and surrounding area at a professional standard; and
- Assisting the Executive Officer where required.

**Who are we looking for?**
- To be successful in this position you will be a high performing experienced Executive Assistant who is task focused and able to exercise strong judgement in relation to your work.
- You will be known for your ability to work well with others and understand the importance of maintaining positive relationships with key stakeholders, Ministers' offices, staff within the Group, staff from other Agencies and particularly with the Office of the Secretary and the offices of the other Deputy Secretaries.
- We would like to work with you if you are:

- Proactive, energetic and driven;
- Highly organised and calm in managing high volumes of work with fast turnarounds;
- Able to approach all work with attention to detail and initiative;
- Able to capably use IT systems proactively to facilitate work throughput in a timely, effective and professional manner;
- Able to work independently but also collaboratively, particularly with the Executive, Executive Assistants and Executive Officers in the Group; Able to build and foster respectful and productive relationships with all stakeholders;
- A leader for staff, particularly for Executive Assistants;
- Able to multitask, working across and beyond the department to deliver multiple activities at any given time, often within tight timeframes;
- Able to scan current and emerging priorities, identify the criticality of tasks, and manage the outcome as appropriate;
- Able to think critically, problem-solve, prioritise workloads and exercise judgement;
- Able to think strategically, evaluating complex information from a variety of sources to make connections and sound decisions while exercising good judgement;
- Experienced providing support to senior management and the timely coordination of key cross-organisational processes;
- Able to exercise strong discretion in a position of trust.

**Eligibility requirements**
- **Citizenship**: To be eligible for employment with the Department of Infrastructure, Transport, Regional Development, Communications and the Arts applicants must be an Australian citizen.
- **Health Assessment**: The preferred applicant may be required to undergo a medical examination conducted by the department’s preferred medical provider.

**How to apply**

Applications for this opportunity close at **11.59pm AEDT, Sunday, 20 October 2024.