Canberra ACTApplications close at 11.59pm AEST Monday 7 October 2024.The department is seeking motivated and proactive individuals to provide high-level administrative and executive support to senior executive service (SES) officers and their respective teams.There are various positions available throughout the department. These are critical roles that offer a challenging and rewarding experience with exposure to government decision-makers. You will have the opportunity to showcase your skills and further develop your career. Successful officers may be expected to provide support to multiple senior executive staff.We welcome candidates from government and non-government backgrounds, who can add value by using their initiative and judgement to recognise issues, develop solutions and anticipate and respond to the needs of our senior executive officers.Our ideal candidate will be interested in developing or furthering their abilities to become an experienced administration professional. As an executive assistant within the department, you will be expected to carry out your daily duties under limited direction. You will be required to provide administrative support to the department's senior executive cohort.The executive assistant roles call for individuals who are highly organised, personable, flexible and agile. You will need to be comfortable conversing and interacting with a range of internal and external stakeholders. You will possess a proven ability to think on your feet and proactively find solutions to issues as and when they arise.Candidates should:have excellent interpersonal skills. You will be able to interact positively with a wide variety of stakeholdersbe approachable and build and sustain positive relationships with stakeholdersbe highly organised, adept at managing multiple diaries and competing and changing prioritiesthrive in a high-volume environment and be comfortable working with limited direction and supervisionhandle sensitive information with tact and discretion, maintain confidentiality and adhere to the APS Code of Conduct and values.The key duties of the position include:APS Level 4 Executive Assistantswork collaboratively across the branch and with other executive support staffmanage the office and diary of at least one SES Band 1 (or equivalent)manage and prioritise emails, calendar and appointments, and associated briefing requestscoordinate meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlinesmanage office systems and records using Microsoft Office, SAP, Parliamentary Document Management System (PDMS) and Electronic Document Record Management Systems (EDRMS)organise domestic and international travel, including visa applications, travel itineraries and financial reconciliationsoperate with discretion and good judgement in managing the flow of work and visitorsbe committed to contributing positively to a workplace culture that values diversity and inclusivity.APS Level 5 Executive Assistantswork collaboratively across the branch or division and with other executive support staffstrategically manage the office and diary of at least one SES Band 2 (or equivalent)be the first point of contact for the SES, and provide clear, timely and effective communication and coordination, receive and respond to phone calls, emails and general correspondencecoordinate and prepare meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlinesmanage office systems and records using Microsoft Office, SAP, PDMS and EDRMS (electronic file management systems)undertake research and analysis to support project and administration or coordination tasksarrange domestic and international travel, including visa applications, travel itineraries and financial reconciliationsoperate with discretion and good judgement in managing the flow of work and visitors for your SESbe committed to contributing positively to a workplace culture that values diversity and inclusivity.Employees of the department are expected to abide by the APS Values and Code of Conduct and the DFAT Values Statement.Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing. Depending on the role into which you are placed, you may also be required to obtain and maintain a Working with Vulnerable People/Children registration (or equivalent).The department requires the successful candidate to obtain and maintain a Negative Vetting 2 level security clearance unless the position to be filled has been designated as a higher classification. Loss of a security clearance at any time may lead to termination of employment.Please note, if you are shortlisted for interview, you will be notified via email. Two days following notification that you have been selected for interview, the department will request referee reports from your nominated referee(s).The filling of this vacancy is intended to constitute an affirmative measure under section 8(1) of the 'Racial Discrimination Act 1975'. This vacancy is only available to Aboriginal and/or Torres Strait people.#J-18808-Ljbffr
