Aps 5 - Executive Assistant to Chief Maritime

$78,143 - $83,700 (plus super)
- Fishermans Bend - VIC

**The Role**
A well organised executive office is crucial to the smooth operation of the Division. With limited supervision, you will manage the office of Chief Maritime Division (SES Band 2). You will work collaboratively with the Program Operations team, supporting the Chief across all aspects of the role and daily duties, ensuring that they are briefed, prepared and able to meet all of their obligations and commitments. You will be responsible for calendar management, preparation of correspondence, organising meetings, arranging travel, coordinating briefing packs and managing office systems and records using Objective, Financial Management Systems and other MS software. This role requires initiative and the ability to make informed administrative decisions to achieve outcomes.

This is a fantastic opportunity to gain insight into how a DST Group Division works and build a relationship with not only the Chief of Division, but also his Senior Leadership Team and operation staff.

The key duties include:

- Managing and organising diaries (including scheduling appointments and meetings, providing sufficient context and details on the purpose of the meeting, preparing briefings packs, or organising briefings where required)
- Providing effective and efficient inbox management for the Chief, including appropriate record keeping and correspondence register updates
- Coordinating and assisting work flow management (including task tracking and assisting to ensure tasks are completed according to priority and deadlines)
- Travel coordination (including financial acquittal of travel requests)
- Liaising professionally with other DSTG Divisions and groups in greater Defence.
- Stakeholder engagement co-ordination with external organisations i.e. Academia and Industry
- Records management using the Microsoft Office Suite (Word, Power Point, Excel etc.) and records management systems (Objective).

**About our Team**
Maritime Division is accountable for the delivery of the maritime domain innovation, science and technology program drawing on innovation from across the domestic and international innovation, science and technology enterprise.

We partner with DSTG’s S&T capability development divisions, Navy, CASG and NSSG, to deliver an integrated maritime domain program. We support the maritime Capability Programs, the national naval shipbuilding program, the nuclear powered submarine program, and Navy’s innovation programs.

We are also home to the Remote Undersea Surveillance STaR Shot, the Quantum Assured Position Navigation and Timing STaR Shot, and the Multi-Function Aperture Grand Challenge. We set high standards, live our values, and hold ourselves accountable.

You are a dynamic Executive Assistant, with experience providing professional support to senior executives. You are known for your reliability, integrity, strong personal drive and ability to build positive relationships. You are solutions focussed and proactive, with a can-do attitude.

You have excellent time management skills, strong attention to detail and excel at building and maintaining stakeholder relationships. An ability to work autonomously, and as part of a larger team is vital to ensure that the Chief’s priorities are met.

You will be able to demonstrate your ability to:

- proactively anticipate the needs of your senior executive,
- manage competing priorities,
- work collaboratively,
- coordinate a busy diary prioritising meetings and requests
- coordinate all aspects related to all meetings - including travel, agendas, briefings and other logistics

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