Position title: Executive Assistant to Deputy Secretary
Classification: APS6
Employment Type: Ongoing
Division: Infrastructure Group
Branch/Section: Deputy Secretary Office
Location: Canberra, ACT
Security Clearance: NV1
Job Reference Number: 46003
Contact Officer: Lisa Tonna, (02) 6136 6436
Closing date and time: 11.59pm AEDT, Sunday, 20 October 2024
Work with us At the Department of Infrastructure, Transport, Regional Development, Communications and the Arts (DITRDCA) our work touches the lives of all Australians and underpins our economy and society. We offer job security, regional and city work locations, as well as generous leave and superannuation entitlements. Our values and objectives are to be respectful, informed, collaborative, adaptive and accountable. Through our commitment to these values, as well as continuous learning and development, we maintain an inclusive, fulfilling and supportive environment that promotes the wellbeing of our people. Our Values also underpin our pro-integrity culture, where we promote professionalism and ethical work standards, and embed integrity in all aspects of our work.
The opportunity we have available We are looking for an Executive Assistant (EA) to provide high level executive and administrative support, and to support the Executive Officer (EO) to manage the Office of the Deputy Secretary, Infrastructure Group. This includes communicating with a wide range of people, managing appointments, coordinating meetings and according preparations.
You will also work collaboratively with other Senior Executives and their EAs/EOs to ensure objectives of the Group can be achieved in a timely manner.
It is the expectation that this position will be responsible for but not limited to:
Acting as a first point of contact for the Deputy Secretary Office, 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 Deputy Secretary's time and drawing attention to matters of priority; Coordinating meetings and logistics, working collaboratively with the Executive Officer to ensure the Deputy Secretary is prepared; Management of Deputy Secretary's inbox, using judgement to apply categories, forward, flag and print as appropriate; Tracking workflow items in and out of the office, including prioritising and monitoring, to ensure that work is managed appropriately and deadlines are met; Arranging travel and accommodation for the Executive, including reconciliation and maintenance of Executive travel and credit card accounts and related cost centres; Using various platforms (e.g. Outlook, Excel, OneNote, Record Management, PDMS) to efficiently manage work; Facilitate relationships amongst the Executive Assistants, including demonstrating leadership to junior Executive Assistants and participating in the Executive Assistant Network; Maintaining the office of the Deputy Secretary and surrounding area at a professional standard; and Assisting the Executive Officer where required. Who are we looking for? To be successful in this position you will be a high performing experienced Executive Assistant who is task focused and able to exercise strong judgement in relation to your work. You will be known for your ability to work well with others and understand the importance of maintaining positive relationships with key stakeholders, Ministers' offices, staff within the Group, staff from other Agencies and particularly with the Office of the Secretary and the offices of the other Deputy Secretaries. We would like to work with you if you are: Proactive, energetic and driven; Highly organised and calm in managing high volumes of work with fast turnarounds; Able to approach all work with attention to detail and initiative; Able to capably use IT systems proactively to facilitate work throughput in a timely, effective and professional manner; Able to work independently but also collaboratively, particularly with the Executive, Executive Assistants and Executive Officers in the Group; Able to build and foster respectful and productive relationships with all stakeholders; A leader for staff, particularly for Executive Assistants; Able to multitask, working across and beyond the department to deliver multiple activities at any given time, often within tight timeframes; Able to scan current and emerging priorities, identify the criticality of tasks, and manage the outcome as appropriate; Able to think critically, problem-solve, prioritise workloads and exercise judgement; Able to think strategically, evaluating complex information from a variety of sources to make connections and sound decisions while exercising good judgement; Experienced providing support to senior management and the timely coordination of key cross-organisational processes; Able to exercise strong discretion in a position of trust. Candidates with extensive experience providing high-level support to Senior Executives are highly desirable. Eligibility requirements Employment with the Department of Infrastructure, Transport, Regional Development, Communications and the Arts is subject to conditions prescribed within the Public Service Act 1999 including:
Citizenship : To be eligible for employment with the Department of Infrastructure, Transport, Regional Development, Communications and the Arts applicants must be an Australian citizen.
Health Assessment : The preferred applicant may be required to undergo a medical examination conducted by the department's preferred medical provider.
Security Clearance : The successful candidate must be able to obtain and/or maintain a security clearance at NV1 Level. You must be willing to disclose all relevant and required information.
How to apply Applications for this opportunity close at 11.59pm AEDT, Sunday, 20 October 2024. In applying for this position, you should provide a statement of no more than 2 pages outlining your background, capabilities and experiences, and how these align with the advertised role. You should also provide a CV, no more than 4 pages.
Your application should be received through the department's online recruitment system. Applications via Indeed will not be accepted.
Please advise the contact officer if you require reasonable adjustments throughout the recruitment process. The department is committed to the accessibility of our systems.
Work with us. Apply now!
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