APS Level 4 - Executive Assistant_EXT (AU)

Position title: APS Level 4 - Executive Assistant_EXT

Job Requisition ID: ​1888

Location: ​Canberra on Ngunnawal Country

Tenure: Ongoing

We are seeking a highly organised, tech savvy and detail- orientated individual to join our team. Our ideal candidate is an adaptable professional with excellent communication skills, strong judgement and the ability to build productive working relationships.

Responsibilities of the Executive Assistant include:

Providing executive and administrative support to one or more General Managers, including proactively managing schedules, calendars, inboxes, correspondence, anticipating needs and ensuring your Executive isn’t overcommitted.

Coordinating meetings, events and business activities, including logistics, agendas and briefing materials, recording minutes, and tracking follow-up actions.

Supporting branch operations by coordinating workflows, arranging travel and accommodation, preparing supporting documentation, and managing credit card acquittals.

Preparing and quality assuring a range of documentation, including correspondence, briefs, reports and presentations.

Processing invoices and payments, supporting procurement activities, and maintaining financial records in line with agency requirements.

Maintaining business information and records, including organisational charts, distribution lists, staffing information and access requests.

Managing and maintaining business group SharePoint and intranet content, including newsletters, all-staff communications, events and key business information.

Applying agency policies, procedures to provide administrative support and ensure compliance activities requirements are met.

Building and maintaining productive relationships with internal and external stakeholders, coordinating inputs, managing competing priorities, and negotiating timeframes where required.

Exercising sound judgement and discretion in handling sensitive, confidential and priority matters.

Collaborating with Executive Assistants and other support staff across the agency to share information and ensure consistent way of working

We are seeking candidates who can demonstrate the following capabilities:

Executive support and coordination

Planning and organising

Written and verbal communication

Stakeholder engagement and relationship management

Financial and procurement administration

Digital literacy and ability to learn new systems and technology

Policy application and compliance

Sound judgement and problem solving and initiative

Professionalism, confidentiality, adaptability and resilience

Our candidate kit contains details including the capabilities required, the contact officer, and how to apply.

Please use the link below to access the candidate kit:

1888 - APS Level 4 - Executive Assistant - Candidate Kit