Executive Assistant to Executive Manager

About the opportunity

Reporting to the Executive Manager Regulatory Oversight Division (EMROD), the Executive Assistant provides a range of office administration and organisational requirements to support the EMROD and the operation of the Regulatory Oversight Division (ROD).

The Executive Assistant will need to work independently and work closely with the Manager ROD Business Planning and Coordination to support the business of the EMROD and the ROD. You will be responsible for coordinating and working with staff to provide responses to corporate documents, manage workflows and the delivery of high-level divisional reports, as well as the day-to-day functioning of the EMROD office and providing support to the ROD. The position is based in Canberra. Some interstate travel may be required, although that is not likely. The Executive Assistant may on occasion be required to work outside standard core hours.

Key responsibilities

The Executive Assistant primary duties may include, but are not limited to:

• Communicate with a wide range of stakeholders.
• Coordinate the exchange of information between the EMROD and other members of the CASA management team and external stakeholders.
• Examine incoming correspondence, both internal and external, set priorities, determine appropriate action, track and coordinate responses.
• Prepare routine correspondence, including meeting papers and briefing materials for corporate purposes. Research and prepare draft responses for a wide variety of executive materials.
• Provide administrative support as required including maintaining files and records, diary management and travel requirements, reconciling financial statements associated with the Executive Manager's travel and corporate credit card, and provide support to other key managers as directed.
• Arrange meetings, conference venues, agendas, collate and distribute papers and provide minute taking in the approved formats.
• Coordinate the ROD executive assistant network ensuring efficient business practices and high-quality products and services are delivered across the ROD.
• Provide other high-level administrative assistance as directed, including procurement activities, budgeting requirements and records management.
• Identify business improvement opportunities within the office of the Executive Manager ROD and across ROD.
• Promote workplace safety, equity and diversity and participative management and environmental management practices in the workplace and act in accordance with the CASA values and behaviours.

Our ideal candidate

Our ideal candidate must demonstrate the following:

• Demonstrated knowledge and experience in a fast-paced and customer-focused administration, receptionist or Executive Assistant role.
• Strong written and oral communication skills, including a demonstrated capacity in liaising, managing and working professionally with a diverse range of people.
• Experience in preparing correspondence, collating documents and researching information across a range of topics for distribution.
• Strong stakeholder engagement skills including the ability to build effective relationships with stakeholders and colleagues through consultation and collaboration.
• Experience in diary and calendar management.
• Excellent organisational and time management skills with the ability to adapt and manage multiple tasks with changing and competing priorities, whilst maintaining a high level of attention to detail.
• Ability to exercise strong discretion in a position of trust.
• Ability to quickly adapt to software applications and have advanced skills in the use the MS Office suite.
• Ability to engage with Aboriginal and Torres Strait Islander employees in a sensitive, respectful and equitable manner.
• Promotion of workplace safety, equity and diversity, and act in accordance with the CASA Values and Behaviours.

Eligibility Requirements

Employment with CASA is subject to conditions prescribed within the Civil Aviation Act 1988.

• At minimum, prospective CASA employees must undergo pre-employment screening. You must be willing to provide required information to successfully undergo a police record check.
• Must be an Australia citizen.
• A baseline security clearance will be required.

You can click here for more information about CASA or to learn more about our people, culture and how to apply for a job at CASA here.