APS4/5 Executive Assistant

Posted 11 August 2022
Salary$40 - $55 per hour
Job type Contract
DisciplineGovernment Federal

Job description

About the Organisation
This large Federal department is responsible for implementation and consultation within the community to support the progress of many large-scale projects Australia-wide
About the role
The position will work under general direction and be responsible for the delivery of timely, efficient and effective high-level administration and executive support. The position will manage front-of-office functions in a high-volume environment, including managing diaries, workflow, appointments and correspondence, organising events, coordinating travel and collating documentation. 
  • Acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high level of customer service to all staff and external parties;
  • Diary management including prioritising the SES time and drawing attention to matters of priority;
  • Assisting with coordinating branch/divisional administrative tasks (eg. phone lists, leave register, senate estimates responses, property and accommodation);
  • Coordinating meetings with internal and external stakeholders and ensuring the SES has all required information for meetings
  • Initiating and ordering stationery supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes;
  • Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch and division;
  • Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy;
  • Assessing and prioritising correspondence and delegating as appropriate within the division to ensure timely and effective business operations; and
  • Identifying opportunities for effective resource use and improved administrative processes and practices within the division.
Skills and Experience
Applicants MUST have an active baseline clearance to be eligable for this position.

You will have experience in providing support to senior executives and a demonstrated capacity in working professionally with a diverse range of people. You will have great attention to detail with the ability to adapt to competing priorities and stay focused in a fast-paced environment.
  • Professional phone manner with the ability to quickly and efficiently take messages;
  • Good judgement, intelligence, and ability to prioritise tasks based on importance;
  • Ability to work well with the other EAs in the division, including covering each other’s phone line, assisting with tasks and providing support for each other; and
  • Previous experience as an APS4/5 Executive Assistant in Commonwealth government is highly desirable.
How to apply
If this role is of interest to you and you would like to know more then please don’t hesitate to contact Lexi Pappas at lpappas@dfp.com.au 02 6162 7311

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.