Executive Assistants

Description:

The department plays a key role in the Australian Government’s agenda to create jobs and build a stronger, more resilient and competitive economy. Our work builds on Australia’s existing strengths, supports businesses to grow, and drives new opportunities for long-term productivity growth and prosperity. The success of the department helps Australia recover from the economic consequences of COVID‑19 and adapt to its ongoing effects. Through our work, we support the government’s economic recovery plan and help to deliver a better future for all Australians.

The department has an active Executive Assistant (EA) Network Committee that coordinate an array of support to all EAs across the department and its associated portfolio agencies, including providing networking opportunities. The main focus of the EA Network Committee is to create a collaborate culture and foster a cohesive team environment.

Our ideal candidates will:

• have excellent time management skills
• be able to manage multiple demands and prioritise work accordingly
• display attention to detail
• have excellent interpersonal skills
• demonstrate discretion and integrity across your work
• be comfortable and adaptable to changing priorities.

The department is looking for enthusiastic support staff that are willing to go the extra mile to ensure the smooth running of their Executive’s team. Previous EA experience is not required if the ideal candidate has the right attitude, personality, and approach.

Our department has a commitment to inclusion and diversity, with an ambition of being the best possible place to work. This reflects the importance we place on our people and on creating a workplace culture where each and every one of us is valued and respected for our contribution. Our ideal candidate adds to this culture and our workplace in their own way.

You will be responsible for providing high level executive and administrative support to SES officers and their division and/or branch more broadly, and will demonstrate excellent organisation and office management skills.

Our work is supported by building a high performance organisation. We continue to invest in our people and seek new approaches that will allow us to achieve our objectives and realise our vision in a rapidly changing and challenging environment.

The role includes, but is not limited to, the following duties:

• Managing and organising the diary of the Executive staff you support.
• Managing the processes and systems of the Branch and/or Division.
• Assisting with workload management and prioritisation.
• Assisting in the preparation of committee meetings and Senate Estimates hearings.
• Providing a contact and facilitation point for staff and stakeholders.

Key duties of the APS4 will include:

• Managing and organisation of your Executive and team’s inboxes, calendars, and appointments.
• Managing workflows of your Executive and ensuring priories and timeframes are met.
• Managing the processes and systems of the branch and/or division including preparation of committee meetings.
• Organisation of travel and finance of your Executive.
• Providing general administrative support to your executive and their branch including distributing information, preparing meeting agendas, record keeping and tracking of correspondence.
• Providing support to other Executives in the division when required.

Key duties of the APS5 will include:

• Managing and organisation of your Executive and team’s inboxes, calendars, and appointments.
• Managing workflows of your Executive and ensuring priories and timeframes are met.
• Working cohesively with the Divisions Executive Officer to manage processes and systems of the division including preparation of committee meetings and oversight of divisional coordination.
• Organisation of travel and finance of your Executive.
• Providing general administrative support to your executive and the division including distributing information, preparing meeting agendas, record keeping and tracking of correspondence.
• Providing support to other Executives, Executive Assistants and the Executive Officer in the division when required.
• Prioritising and identifying critical work requirements.
• Networking across the department and APS, including having a high level of communication with Senior Executive Assistants and the Executive Support Team.
• Mentoring, supporting and working collaboratively with EAs in the department.
• The ability to establish strong working relationships with key stakeholders.
• Initiative and experience to improve internal processes.