Executive Assistant

Job description

Agency Department of Logistics and Work unit Civil Construction / Civil Operations and

Infrastructure Maintenance.

Job title Executive Assistant Designation Administrative Officer 4

Job type Full time Duration Ongoing

Salary $75,091 - $85,611 Location Palmerston

Position number 11017 RTF Closing 26/10/2025

Contact officer Vicki Higgins at

About the agency

Apply online

APPLICATIONS MUST INCLUDE A ONE-PAGE SUMMARY ABOUT YOU, A DETAILED RESUME AND COPIES OF

YOUR TERTIARY QUALIFICATIONS.

Information for applicants – inclusion and diversity and Special Measures recruitment plans

The NTPS values diversity. The NTPS encourages people from all diversity groups to apply for vacancies and accommodates

people with disability by making reasonable workplace adjustments. If you require an adjustment for the recruitment

process or job, please discuss this with the contact officer. For more information about applying for this position and the

merit process, go to the OCPE website.

Aboriginal applicants will be granted priority consideration for this vacancy. For more information on Special Measures

plans, go to the OCPE website.

Primary objective

The Executive Assistant provides comprehensive administrative and secretarial support to the Executive Director; and

contributes to the overall output of the Business Support unit in delivering corporate services to the Branch.

Context statement

This role provides essential day to day corporate support to Executive Management and their staff, to ensure the effective

operational capability of the work unit to deliver it key objectives in construction delivery and operational asset management.

Key duties and responsibilities

1. Provide high-level administrative and secretarial support to Executive Directors, including coordinating and tracking

documentation to ensure timely responses to delegation approvals and information requests.

1. Manage calendar schedules to ensure time management is maximised for the Executive Director; coordinate meetings and

associated documentation including taking minutes for internal staff meetings.

1. Provide support to the broader staff group with administrative tasks such as coordinating travel arrangements, managing

office supplies, and overseeing the use of corporate vehicles and facilities.

4. Undertake tasks to manage the day-to-day utilities of the office to ensure common equipment and areas are operating

effectively. This includes auditing and procuring office furniture and IT equipment and maintaining meeting room

resources and user guides.

1. Assist the Business Support unit with a range of functions including booking and reporting on staff training and

development, organising staff inductions, managing system access and security requirements, and compiling data reports

on staff leave and vehicle usage.

Selection criteria

Essential

1. Demonstrated experience providing administrative support to a senior leader or executive, including managing

calendars, scheduling meetings, handling and preparing correspondence and maintaining confidential files and records.

1. Proficient in the use of MS Office (Word, Excel, Outlook, Teams and PowerPoint) and record management systems.

2. Well-developed professional, interpersonal and influencing skills with the ability to communicate (both written and

verbally) with a diverse group of stakeholders and build positive working relationships with other executives and staff.

Including the ability to exercise discretion and confidentiality on sensitive matters.

1. Prior experience operating in a fast-paced environment with strong organisational and time management skills with the

flexibility to handle changing priorities and work independently with minimal supervision.

1. Demonstrated ability to undertake financial administration tasks including travel booking tasks with a high level of

accuracy, attention to detail, and thoroughness.