The Bureau of Meteorology is seeking to fill the Executive Assistant role to support the Group Executive (GE) Enterprise Services/Chief Operating Officer, based in Melbourne. At an APS 5 level this role has a range of duties and activities to support the senior executive as well as assisting to ensure the Office of the Group Executive Enterprise Services is managed effectively. The work within the Enterprise Services Group (ESG) is very diverse. The ESG partners with business areas across the Bureau to design and deliver integrated enterprise-wide solutions to ensure the Bureau delivers outcomes to its customers and stakeholders and to enable the Bureau to govern and manage its business well. As the Executive Assistant you will be required to undertake work that is moderately complex to complex in nature and operate under limited direction. You will be accountable for organising your workflow and making independent decisions relating to the management of the Office of the Group Executive and perform a broad range of support functions. In these roles you will get to see and learn the work across the Bureau. It can be a fast-paced busy environment where things can change quickly, and you will need to be flexible and agile in supporting the Office of the Group Executive. A high level of initiative and common sense is required, along with excellent organisational skills. Strong relationship skills are needed in support of collaboration and work with people to manage the diary, the inbox, the prioritisation of work, the projects, and activities within and across the Bureau's Groups. As the successful candidate, you will be well organised, demonstrate a high-level of initiative, have the ability to manage competing priorities, work independently, as well as collaborating effectively. The role requires a high degree of professionalism, judgement, and discretion and you will proactively anticipate the needs of your Group Executive and exercise flexibility and resilience. The environment you work within is very supportive and enables you to grow and learn and to make the role your own. The key duties of the position include Proactively, and under limited direction, the responsibilities include: Anticipate the needs of the Group Executive to ensure the office runs smoothly and is efficient and effective. Work with the Executive Officer to support the work and management of the office. Manage the office which includes, but is not limited to: a. providing high level executive and administrative support to assist in the management of the office workload and work priorities b. monitoring and tracking incoming documents to ensure correspondence is triaged, prioritised, and drawing their attention to matters of importance to ensure they are actioned accordingly c. managing and organising the diary, including scheduling meetings and appointments and any meeting room requirements d. assisting in the organisation of internal and external meetings e. undertaking secretariat functions including preparing communications for meetings, minute taking and following up on action items f. organising travel arrangements and assisting with financial management activities including credit card acquittals, monthly accruals, procurement activity and invoice processing g. supporting payment and processing of invoices, h. undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with policy i. preparing and updating working documents to support communication with staff in particular the leadership team and tracking papers j. streamlining and implementing work efficiencies to assist with a high volume of work k. managing a range of regular and ad-hoc matters on behalf of the office, showing initiative and discretion. Providing project and corporate coordination support, including assisting with the coordination of the program's input into the Corporate Plan, Group and Program Plan, Culture Action Plan, and Annual Report, and other briefing material. Maintain relationships with stakeholders (internal and external to the Bureau) and assist with the resolution of moderately complex to complex issues, responding to stakeholder needs and expectations as required. Demonstrate commitment to APS Values, Employment Principles and Code of Conduct, and diversity and inclusion. Comply with all Bureau work, health and safety policies and procedures, and taking reasonable care for your own health and safety and that of employees, contractors and visitors who may be affected by your conduct.