Executive Assistant To The Secretary

• Ongoing , Flexible working arrangements will be considered
• Executive Level 1
• Barton

• Location: Barton
• Application Closing Date: 26-Feb-2023

Classification

Executive Level 1 ($113,627 – $129,502)

Employment Type

Ongoing 

Flexible Work

Flexible working arrangements will be considered

The Opportunity

Are you highly motivated, organised, professional and experienced in providing high quality executive support?  

The Secretary of the Department of the Prime Minister and Cabinet is looking for an outstanding Executive Assistant. The Secretary’s role encompasses three main functions:

• Principal adviser to the Prime Minister;
• Head of the Department of the Prime Minister and Cabinet; and
• Head of the Australian Public Service.

The Office of the Secretary is a dynamic, fast-paced and demanding environment that deals with multiple, often sensitive issues, with competing and tight timelines.

As Executive Assistant to the Secretary, you will play an important role in providing high level support to the Secretary. You will work as part of a small team – led by the Secretary’s Chief of Staff – but will operate with limited supervision. You will need to have sound judgement, confidence, the ability to think strategically, possess excellent interpersonal skills and have proven high level time management and organisational skills.  
 
As the Secretary’s Executive Assistant, you will be responsible for day-to-day support for the Secretary and his priorities, as well as providing a critical conduit for executive assistants across the Department and the APS, including:

• Diary management and associated meeting arrangements, including the commissioning of briefings;
• Managing incoming correspondence including emails, briefs, letters and appointment requests;
• Managing and establishing strong stakeholder relationships both internal and external to the organisation;
• Co-ordinating a range of departmental and APS-wide meetings and activities;
• Managing regular interactions between the Secretary, the Prime Minister and his office, other Ministers’ offices and senior level government and non-government officials;
• Providing advice to the Secretary, the Chief of Staff and members of the Executive Board as required, helping to triage issues and identify solutions to support the competing priorities of the office;
• Co-ordinating travel including flights, accommodation, visas, travel allowances and reimbursements;
• Progressing work and issues within the Office of the Secretary in the Secretary’s absence;
• Performing a leadership role by supporting and guiding the Executive EA team; and
• Actively leading the Department’s Executive Assistant Network and fostering/promoting a strong EA network across the APS.

A merit pool may be established and used to fill the same or similar vacancies for 18 months from the date of advertising.

Our Ideal Candidate

To be successful in this role, you will have had extensive experience in supporting Senior Executives and/or Ministers, be comfortable in managing a high volume of work and managing competing priorities. You will have a high level of judgement, and have an understanding of organisational and government processes. High-level communication skills, both oral and written, will be integral to your ability to perform successfully.

We are looking for someone who:

• Is reliable and accountable; who takes personal pride in their work and ensures that tasks are completed to the highest of standards;
• Is confident and quick thinking; who can problem-solve to meet immediate needs, anticipate future needs and is able to recognise and resolve potential problems;
• Is calm, well organised and responsive to urgent matters and competing demands;
• Is flexible; who can work as required to support the Secretary, including at times outside of normal business hours and for extended periods;
• Has demonstrated experience in coordinating complex or sensitive projects or work programs that have strategic and/or operational significance;
• Has a high level of emotional intelligence and a positive, proactive attitude;
• Has demonstrated strong influencing, communication and interpersonal skills;
• Is team oriented, with the energy and commitment to actively lead, foster and develop other executive support staff across the Department and the wider APS; and
• Is able to develop and support complex relationships with internal and external stakeholders.

Eligibility

To be eligible for this position you must be an Australian Citizen.

The successful candidate will be required to be assessed through our pre-employment screening checks, such as an Australian Criminal History Check.

Security Clearance Required

Negative Vetting Level 2 (Top Secret)