APS4 Executive Assistant

This large Federal Government department is seeking experienced APS4 Executive Assistants to join the team, several positions are available, 12 month with a possible 12 month extension.

The Program Implementation Division are seeking Executive Assistants to support and manage the office of an SES Band 1. Each EA will be required to work as part of high performing branch, within a complex and fast-paced environment.  
 
This is a position of trust that requires excellent organisational skills, the ability to work with a range of staff at all levels, sound judgement and high levels of personal integrity, sensitivity, confidentiality and discretion.   
   
Key responsibilities of each position include, but are not limited to: 
 

• Act as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence, ensuring a high level of customer service to all staff and external parties  

• Provide efficient and effective diary management, coordinate and manage appointments for the Assistant Secretary including scheduling meetings, coordination and collation of meeting papers, prioritise time and draw attention to matters of importance 

• Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly 

• React quickly and flexibly to any changes in the executive’s schedule, including rescheduling to achieve the required outcomes 

• Under general direction, coordinate correspondence, corporate documentation, submissions, speeches, talking points, research papers, hot issue briefs, and other communication 

• Arrange and coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required 

• Provide administrative support in a timely manner, including, but not limited to, printing and collating documents and other briefing material

• Provide coordination and support function to the branch.

Office Support and Administration responsibilities:
 

• Proficiency with outlook (emails, calendar, meetings) 

• Effective written and verbal communication skills 

• Absolute discretion and the highest level of integrity 

• Proven ability to work with limited supervision, demonstrating drive, flexibility, initiative, sound judgement, absolute discretion and the highest level of integrity.  

• Ability to multitask and prioritise tasks at the executive level. 

• Experience using record management systems such as Parliamentary Document Management System (PDMS)  

This is a fantastic opportunity for experienced Executive Assistants to continue their career.

Apply now or contact DFP Recruitment on 02 6162 7333 or 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.

Note: You may be required to provide evidence of your COVID-19 vaccination status.