APS4 Executive Assistant

Posted 10 November 2023
Salary$75996 - $81274 per annum, Benefits: Non-ongoing Contract
Job type Full time
DisciplineGovernment Federal

Job description

We are seeking an APS4 Executive Assistant on a non-ongoing basis for an initial 6 months with the option to extend to 12 months for a Federal Government department.
The role will be supporting the A/g Assistant Secretary, and the AS Organisation Design Branch. The person will be responsible for providing executive administrative and office management support, such as diary management, travel arrangements, note-taking, general correspondence, meeting coordination, document preparation and records management.
Duties may include:
  • Diary and inbox management, including fielding telephone calls and emails, coordination of meetings and events, and drafting and tracking correspondence.  
  • Preparation for meetings, including preparing and following up agenda items, action items, talking points and secretariat administration.  
  • Managing branch coordination activities and assisting with workflow management, ensuring tasks are completed, deadlines are met, with the right level of priority placed on them.  
  • Providing assistance to the branch with accommodation/property needs, committees, branch meetings or events.
  • Anticipating requirements for meetings, ensuring briefing materials are prepared prior to meetings.
  • Administering procurement activities and payment of invoices as directed.  
  • Preparing minor correspondence, minutes and other written material as directed.  
  • Answering telephones and taking messages or actioning requests as appropriate.  
  • Maintaining up to date contact lists or organisation charts.
  • Coordinating and managing travel and conducting monthly credit card acquittals.  
  • Resolving problems and taking initiative to identify alternative courses of action. 
  • Liaising with a variety of internal and external stakeholders.
  • Other duties may include managing record keeping in accordance with departmental processes or corporate resources such as managing leave calendars, organisation charts, phone lists, etc. 
Key Capabilities:

We are looking for APS 4 that is motivated to work for the department and has a strong desire to contribute to the outcomes of a team. They will have excellent communication and interpersonal skills, as well as the strong organisational skills, attention to detail and problem-solving abilities. They will have professionalism and be able to exercise a high degree of confidentiality and judgement. The environment is dynamic and fast paced, so the position will require an ability to use initiative and execute tasks efficiently, calmly and accurately under pressure.
  • Organisational skills - adept at managing multiple diaries and the reprioritisation of tasks to accommodate competing and changing priorities.
  • Initiative and good judgement to add value, recognise issues, develop solutions and anticipate the needs of the executive you are working with.
  • Excellent written and verbal communication skills, including the ability to develop and maintain internal and external relationships.
  • Ability to discreetly manage sensitive information, maintain confidentiality, and uphold the APS Values and APS Code of Conduct.

This role does require the candidate to hold a Baseline Security Clearance.

 If you are interested in this role, please APPLY NOW or call Jane Rippingale at DFP Recruitment on (02) 6162 7333 or email jrippingale@dfp.com.au for further information.

DFP welcomes applications from Aboriginal and Torres Strait Islander people, people with diverse cultural and linguistic backgrounds and people with disability. In addition, DFP will provide reasonable adjustments for individuals with disability throughout the recruitment process. If you identify as a person with disability and require adjustments to the application, recruitment, selection and/or assessment process, please advise via adjustments@dfp.com.au or 1300 337 000 and indicate your preferred method of communication (email, phone, text) so we can keep in touch and meet your accessibility needs.