Executive Assistants

APS 6 ($90,802 – $110,821) | Ongoing & Non-ongoing | Full-time

Canberra, ACT

ABOUT THE OPPORTUNITY

The Department of Finance are seeking suitably skilled candidates to fill the role of APS 6 – Executive Assistant. The Executive Assistant will support an SES Band 3 or specialist SES – e.g. taskforce leads and support for their Group, Divisional EA’s and their respective SES Band 2’s.

ROLE DESCRIPTION & DUTIES
The Executive Assistant (APS 6) plays a critical role in a highly dynamic environment supporting a Deputy Secretary of a Group, or other specialist SES overseeing Government priorities (e.g. Taskforce) within Finance. The Executive Assistant works closely with the Executive Officer and Office of the Secretary to ensure all office matters are managed effectively and in a coordinated and professional manner. 

The Executive Assistant acts as the first point of contact for their SES Officer and their duties include:

Building and maintaining strong working relationships and rapport with the senior leadership group and key stakeholders, including Ministers and their office.

Monitoring and managing SES inboxes and calendars, proactively assisting and pre-empting the priorities of your Executive.

Ensuring an efficient, well-managed office positioned to drive, support and respond to the Group’s/Taskforce key objectives and priorities. 

Working alongside the Executive Officer to track incoming and outgoing tasks, coordinate reports, draft meeting agendas and record meeting minutes.

Exercise exceptional professional judgement and use a common-sense approach when dealing with issues, problems, confidential and sensitive matters, ensuring diplomacy and strong discretion.

Mentor and support the Group’s EA cohort through their experience, providing coaching and guidance that builds capability.

Contribute to the operation, culture and effectiveness of the EA Network. 

Screening telephone calls and referring matters to relevant officers/teams. 

Arranging international and domestic travel bookings and approvals.

Conducting quality assurance checks to documents that require Deputy/Taskforce lead clearance.

Financial management activities (e.g. credit card reconciliation and stationery orders).

Drive governance initiatives at the Group level.

Organising training for the Group Executive Support team.

Ad-hoc administrative tasks and other duties as required.

DETAILED VACANCY INFORMATION

For detailed information about these roles, including the job specific capabilities, please refer to the downloadable vacancy pack, which can be accessed by clicking the hyperlink at the bottom of this page.

ELIGIBILITY ADVICE & CANDIDATE NOTES

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.

Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.

This role is being advertised as both ongoing and non-ongoing. Roles may be offered as either ongoing or non-ongoing subject to business needs and/or candidate preference. Where a non-ongoing position is offered, the role will be filled as a specified term vacancy for an initial period of 18 months. Specified term vacancies may be offer for a maximum of 18 months initially, and be extended up to a maximum period of three years.