62-2023 - Executive Assistant

This position works within the Office of the COO and reports to the Executive Officer to the COO.

The successful Executive Assistant will require excellent verbal and written communication skills with the ability to liaise confidentiality with various internal and external stakeholders. The Executive Assistant will work in conjunction with the Executive Officer to the COO to meet competing demands of the Office. The ability to work collaboratively and communicate clearly is essential for success in this role.

Working in a high-pressure environment with competing demands, the Executive Assistant will require exceptional time management and prioritisation skills, the ability to maintain a high degree of confidentiality, have a flexible and agile approach to work and be confident in providing advice and communicating effectively on behalf of the Chief Operating Officer in a timely manner.

**As an experienced Executive Assistant, in this position you will**:

- work collaboratively with the Executive Officer to provide high quality, accurate, timely and professional administrative support to the Chief Operating Officer and Corporate Division,
- in conjunction with the Executive Officer, coordinate and track divisional taskings such as Committee papers, Senate Estimate briefs, Questions on Notice, briefings, talking points, and adhoc taskings,
- organise meetings and events including collation of papers, arranging travel and accommodation, logístical support, venue hire, and catering as required,
- coordinate and prepare weekly office communications, agendas, correspondence, reports, presentations, briefing packs and material,
- undertake support project and research work or analysis and other administration and coordination tasks as required,
- handle sensitive information, maintain confidentiality and model ethical behaviour and practices consistent with the APS Code of Conduct and APS Values,
- undertake finance and procurement tasks such as accounts processing, credit card acquittals, payments of contracts and review of financial reports for the Office, including forecasting upcoming expenditure, reviewing if discrepancies are present and rectifying errors,
- manage records and use systems including Microsoft Office, PDMS+, Expense8, TechOne, SharePoint Online and other tools and share information and knowledge across the Executive Assistant network,
- maintain information resources such as procedures, processes, documents and planning tools for the Office and the Division,
- work collaboratively with the Division’s Senior Leadership team and Executive Assistants, and
- other duties as directed.
- have initiative, a can-do, positive attitude and would describe yourself as a person who can balance multiple competing priorities, meet timeframes and perform in a high-pressure environment with limited direction,
- be highly organised, have confidence working in a fast-paced environment, an adept multi-tasker with the ability to triage and reprioritise tasks and complete tasks in a timely manner,
- have judgement and discretion, recognise and resolve issues ahead of time, and anticipate and respond to the needs of the Chief Operating Officer,
- demonstrate problem solving skills and the ability to adapt quickly to change,
- be highly approachable and a relationship builder who can negotiate confidently with a range of key internal and external stakeholders,
- demonstrate honesty, trustworthiness, resilience and reliability,
- have excellent verbal, written communication and inter-personal skills, and
- have strong attention to detail.

**Desirable Qualifications/Experience**

Ideally, applicants will have a minimum of three years’ experience providing executive and administrative support to senior executive officers, or to those in equivalent roles.