Aps 5 Executive Assistant

1 week ago

Canberra, Australia Hudson Australia Full time

APS 5 Executive Assistant

Our client are seeking to fill a long contract, 12 months with a 12 month extension, to work to a busy First Assistant Secretary.

The key responsibilities of this role:

- diary management including prioritising the SES time and drawing attention to matters of priority
- coordinating meetings with internal and external stakeholders and ensuring the SES has all required information for meetings
- preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines
- initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
- respond to any coord requests by due date ensuring appropriate clearances have been adhered to.
- organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES
- undertaking less complex research for the SES
- assisting with coordinating branch/divisional administrative tasks (e.g. phone lists, leave register, senate estimates responses, property and accommodation)
- undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
- Secretariat and coordinator of governance meetings, including meeting agendas, minutes, action items. Ensure supporting documentation and materials is developed and provided to meeting participants and expectations and meeting purpose are clear
- Provide support for project activities including developing and refining documentation, engaging with stakeholders, coordinating workshops and meetings, developing communication material
- Provide project administration support across the Section including coordinating and updating project reports, collating papers and submissions for Executive meetings
- Provide support for financial management activities including processing invoices, managing accruals and updating finance reports

You are required to be an Australian Citizen and have a minimum Baseline Security Clearance.

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