APS 5 Executive Assistant

4 weeks ago

Hobart, Australia Flexhive Full time

Hudson have got an exciting opportunity for an APS5 Executive Assistant role in the Federal Government.

Location: Hobart, Tasmania.
6 month labour hire contract with extension

Key Accountabilities:

  • Proactively support the Executive Director and Senior Directors by undertaking front of office functions, receiving and responding to phone calls, emails and correspondence, using initiative and discretion to prioritise tasks and actions under limited guidance.
  • Ensure that the Executive Director and Senior Directors are aware of significant issues that require a timely response and that requests for urgent information and correspondence are actioned in a reasonable timeframe.
  • Manage the Executive Director's and Senior Directors diary to meet business priorities and competing deadlines.
  • Assist the Executive Director and Senior Directors to prepare for meetings and appointments by understanding the purpose of the meeting and arranging for the necessary documents to be available prior to the meeting in a timely manner.
  • Conduct research and draft briefings, reports and documents as required.
  • Work closely with the Executive Director, Senior Directors and Executive Officer to develop appropriate systems, procedures and controls to enhance the accuracy and timeliness of workflow and tasks within the Branch, with an aim for continuous improvement.
  • Work closely with the Executive Director, Senior Directors and Executive Officer to identify business priorities and actively support the Branch's strategic direction and relationships.
  • Anticipate, organise, schedule, and coordinate all travel arrangements and accommodation for the Executive Director and Senior Directors and manage the supporting documentation in a manner that is consistent with the Commission's policies and procedures
  • Ensure Commission policies and processes are followed in the development of documents, including procurement and recruitment activities. Coordinating, drafting and sending weekly messages to Branch staff, and drafting other Branch communications as required
  • Manage stakeholder requirements and expectations, room bookings and secretariat support for meetings, including compiling the agenda, disseminating papers, taking minutes and following up actions.
  • Coordinate, track and respond as appropriate to incoming correspondence.
  • Work as part of a high performing team to facilitate and support effective communication amongst Commission executives.
  • Establish strong working relationships across all offices.

Essential Requirements:

  • Previous experience proving high level support to an Executive Director or Senior Directors
  • Previous experience in a government or similar administrative setting is desirable.
  • Demonstrated organisational skills at a high level to provide day to day administrative support to the Executive Director and Senior Directors
  • Knowledge, or the ability to quickly acquire knowledge of the role and functions of the Commission to support business priorities.
  • Demonstrated ability to work in productive partnership to optimise performance and achieve business results.
  • Ability to work with broad supervision, and to identify priorities to meet competing deadlines.
  • Effective written communication skills, including the ability to draft various forms of documents and correspondence, and concisely summarise information.
  • Ability to communicate with influence and work collaboratively to resolve complex issues.

If interested please reach out to gabrielle.scalzi@hudson.com

Reference number: BBBH237008
Profession:Administration & Office SupportPA, EA & Secretarial

Company: Hudson Australia
Date posted: 27th Mar, 2024

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