As an Executive Assistant, you will provide administrative support to one or more Senior Executives and their Groups.Specific duties may include:Proactively managing and organising diary and emails including scheduling appointments and meetings, anticipating needs and ensuring your Executive isn't overcommitted.Proactively managing group coordination activities and assisting with workflow management, ensuring tasks are completed according to priority and deadlines.Coordinating logistical requirements for meetings and events (including AV technology, catering, briefing materials and agendas).Supporting procurement activities, coordination of travel, payment of invoices and credit card acquittals.Preparing minor correspondence, minutes, newsletters and other written material as directed.Answering the phone and taking messages/actions where appropriate.Updating organisational charts and intranet content.The key duties of the position include:We are seeking individuals with the following skills and experience:Demonstrated organisational and time management skills including the ability to meet deadlines with competing priorities.Experience in an administrative role reporting directly to Senior Managers.Effective written and verbal communication skills, including the ability to develop and maintain internal and external working relationships.Familiarity with the Microsoft Office suite and the ability to learn how to effectively use Agency specific tools and software.Open to change, reliable, resilient, flexible and able to work in a fast-paced office environment under limited direction.Professional and courteous, and able to exercise good judgment and discretion in dealing with a range of stakeholders and sensitive information.EligibilityUnder section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).All applicants offered employment will be required to successfully undergo a pre-engagement screening check, even if they have a security clearance. The screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.The successful candidate/s may be required to obtain and maintain a security clearance at a specified clearance level – please check the candidate kit for security clearance requirements.The successful applicant/s must be willing to disclose all relevant and required information.NotesWe are recruiting for one position and also creating a merit pool at the end of the recruitment process. Those found suitable will be advised that they have been placed in the pool. The merit pool is valid for 18 months from the date the process was advertised. The merit pool may be used throughout the period to fill similar positions in the event positions become vacant.IP Australia acknowledges that those with diverse experiences, perspectives, and backgrounds enhance our workplace and our capability for innovation. Aboriginal and/or Torres Strait Islander People, People with Disability, and LGBTIQA+ people are encouraged to apply for any advertised position that they may be suitable for, within IP Australia.Getting to know IP AustraliaIP Australia is a Government agency with a passion for bright ideas. We offer a flexible workplace and rewarding career paths in the IP industry. If you get excited by creativity, innovation, and breakthrough technologies, you should consider applying for a job with us. Be part of the team protecting Australian inventions and ideas while maintaining a balanced lifestyle. We administer IP rights and legislation relating to patents, trademarks, designs, and plant breeder's rights. We contribute to the innovation system more broadly by using our skills and experience to advise government and Australian businesses to make the most of their IP. Our vision is to have a world-leading IP system that builds prosperity for Australia.
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