We are currently seeking to fill a range of Executive Assistant positions at the APS4 classification across the department. As an Executive Assistant you will manage the office of two Assistant Secretaries and work across branches or divisions to provide high level executive and administrative support. This includes management of appointments, coordination of meetings and responding to incoming communications. You will be supporting your relevant Assistant Secretaries, along with providing a vital role in ensuring the smooth operation of your branch or division.
A merit pool will be established to fill vacancies for similar roles across the department over an 18-month period.
The duties of the APS4 Executive Assistant role generally include, but are not limited to:
* Providing support to the Assistant Secretaries through diary management, monitoring calls and emails, registering ingoing and outgoing correspondence, credit card reconciliation and travel management.
* Anticipate the requirements for, and initiate the timely preparation of briefing material prior to meetings attended by the Assistant Secretaries.
* Undertake research and preparation of correspondence as required and requested.
* Monitor branch and other Executive Assistant telephones and provide backup as required.
* Coordinate and work with relevant staff to provide responses to corporate documents (including annual reports).
* Work with Branch staff to ensure that all correspondence is managed appropriately ensuring all deadlines are met.
* Provide support to other areas of the Branch as requested.
Don't miss this exciting opportunity to be part of a network of Executive Assistants that collaborate and innovate across our department.
Who are we looking for?
To be successful in this role, you will need to demonstrate your ability to:
* Achieve results by showing initiative and the ability to be proactive in a fast-paced environment.
* Communicate effectively both written and verbal, delivering information in a variety of formats.
* Collaborate across teams, using your excellent interpersonal and engagement skills to engage with senior leaders and a broad range of stakeholders and not be afraid to speak up.
* Think strategically to scan current and emerging priorities, identify criticality of tasks and manage the outcomes as appropriate.
* Exercise discretion in a position of trust.
Employment with the Department of Infrastructure, Transport, Regional Development, Communications and the Arts is subject to conditions prescribed within the Public Service Act 1999 including:
* Citizenship: candidates must be an Australian citizen at the time of submitting your application.
* Health Assessment: the preferred candidate may be required to undergo a medical examination conducted by the department's preferred medical provider.
* Security Clearance: the successful candidate must be able to obtain and/or maintain a security clearance at Baseline. You must be willing to disclose all relevant and required information. You must have lived in Australia, or have a checkable background, for at least the preceding five years for Baseline Vetting clearances. More information on the security clearance vetting process is available on the Australian Government Security Vetting Agency (AGSVA) website.
* Police check: The successful candidate must satisfactorily complete an Australian Federal Police criminal history check.
* Integrity and Performance check: The successful candidate must satisfy the requirements in an Integrity and Performance check which is completed by your most recent employer.
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