Job description
Agency Department of Logistics and Infrastructure Work unit Civil Construction
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 21/01/2026
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 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 administrative and secretarial support to Executive Directors by coordination and tracking of documentation to ensure
timely responses for delegation approvals and requests for information.
1. Manage meetings and associated documentation, take minutes for internal staff meetings. Manage calendar schedules to
ensure time management is maximised for the Executive Directors.
1. Undertake tasks to manage the day-to-day utilities of the office to ensure common equipment and areas are operating
effectively. Including auditing and purchasing office furniture, IT equipment; maintaining meeting rooms and conferencing user
guides.
1. Provide administration support to the broad staff group on coordinating travel arrangements, purchasing office supplies, and
managing the use of corporate vehicles and facilities.
1. Provide administration to the Business Support unit on a broad range of tasks such as booking and reporting on staff training
and development plans, organising staff inductions, system accesses and security needs. Prepare and compile data reports on
matters such as staff leave and vehicle usage.
Selection criteria
Essential
1. Demonstrated abilities in administrative and/or secretarial duties including calendar and meeting management, minute taking,
preparation of documentation for internal staff.
1. Proven ability to use software programs including word processing, spreadsheets, and email for the purpose of producing
reports, sending out broad communications and development of professional internal documentation.
1. Demonstrated abilities in financial administration tasks with a high level of thoroughness, attention to detail and accuracy, for
the ability to undertake process of purchasing of goods and travel bookings with frequent changes.
4. Good organisation and time management skills to ensure the efficient prioritise approvals and information for Directors and
manage own workload.
1. Good communication skills both written and verbal to effectively interact with a range of executives and staff on matters
related to the Executive Director and the broader branch. Including the ability to exercise discretion and confidentiality on
sensitive matters.
1. An ability to interact effectively with people from diverse cultures.
Desirable
1. Understanding of the Department's diverse responsibilities and functions.