Executive Assistant

Description:

Our values set the direction for what it means to work in our department. They inform the standard and expectations of behaviours, skills and capabilities and the attributes we currently have, will continually work to achieve and develop, and that we use to acknowledge and attract, retain and recruit into our department.

The department supports workplace diversity and values the contribution of people from diverse backgrounds. We encourage applications from Aboriginal and/or Torres Strait Islander peoples, people with disability, people with cultural and linguistic diversity, and LGBTIQ people. The department is committed to achieving gender equality and, in particular, supporting women’s progression into senior leadership.

A little bit about us

Based in Orange, the Regional Programs Branch of the Department of Infrastructure, Transport, Regional Development, Communications and the Arts offers a unique opportunity to combine a regional lifestyle with the benefits of a career with the Commonwealth Public Service, delivering grant programs that benefit communities and regions across the country.

We aspire to be influential, professional, dynamic and respectful, and our people are central to us achieving success. We work according to the Australian Public Service Values and Code of Conduct frameworks. The department supports workplace diversity and values the contribution of people from diverse backgrounds.

We encourage applications from Aboriginal and/or Torres Strait Islander peoples, people with disability, people with cultural and linguistic diversity, and LGBTQI+ people. The department is committed to achieving gender equality and, in particular, supporting women’s progression into senior leadership.

The opportunity we have available

We are looking for an Executive Assistant to provide high level executive and administrative support to the Assistant Secretary, Regional Programs Branch. This includes management of appointments, coordination of meetings and responding to incoming communications.

Our Executive Assistant will work across the branch to provide strong support to the critical tasks of their work area. You will be supporting the Assistant Secretary, along with providing a vital role in ensuring the smooth operation of the branch.

What will you do?

The work of the APS4 Executive Assistant generally includes:

• Providing support to the Assistant Secretary:

  • registering correspondence, emails and documents, and distributing them to staff in a timely manner

  • managing inquiries to the Assistant Secretary’s office, telephone calls, in person visits etc.

  • diary management

  • monitoring emails and ensuring follow up on action items when items are due

  • credit card reconciliation

  • arranging and acquitting travel as required

  • undertaking research and preparation of correspondence as requested

  • arranging meetings including the venue, catering and the collation of papers

  • maintaining the Assistant Secretary’s office and surrounding area to a professional standard

• Anticipating requirements for the meetings attended by the Assistant Secretary

• Ensuring hard copy and electronic documents are filed in accordance with approved records management processes and security requirements

• Working with relevant staff to provide responses to corporate documents and requests

• Maintaining and updating telephone and email contact lists

• Working with branch staff to ensure correspondence is managed appropriately ensuring all deadlines are met

• Providing support to other areas of the branch as requested