Executive Assistant

Job description

Chandler Macleod is seeking an experienced and dynamic  Executive Assistant - (APS5 Eq.)  for a 12 months non-ongoing; full time with potential for ongoing employment with a Federal Government Department. This role is based in Darwin, NT.


About the Role

The Executive Assistant works closely with the senior leadership group within the Branch. They are professional and approachable, providing assistance and services to the senior leadership group and a range of key internal and external stakeholders. They role has work program and stakeholder management responsibilities, working under the general direction and support of senior staff. They are responsible for the effective and efficient management of high level administration and executive support.
The Executive Assistant requires a high level of discretion and sensitivity to emerging issues. They are organised, adaptable to change, possessing the ability to multi-task and problem solve in a fast paced and ever changing environment. They demonstrate the ability to work to deadlines and achieve results. They may perform additional duties or functions as directed, from time to time.


Key Responsibilities

• Contribute to a culture that aligns with the Agency's values and is dedicated to achieving quality program outcomes.

• Support a Group Manager (SES Band 2) and coordinate the administrative functions and operations of their Group and work closely with the Executive Officer and other Executive Assistants to:
  • Provide high level administrative support to Senior Executives
  • Coordinate papers, briefs and responses ensuring that deadlines are met
  • Draft correspondence which may involve conducting research and input from other areas
  • Assist with preparation of reports, using a range of data sources and statistics
  • Respond to requests from stakeholders for information or advice on policy, administrative or operational matters

• Provide administrative support for the branch including:
  • Arranging travel and accommodation for senior leaders as required
  • Administering travel finances, including reconciliation and maintenance of travel and credit card accounts and associated accounts processing.
  • Manage the care of meeting rooms, resources and equipment.
  • Manage records, use prescribed systems and share essential information across the Executive Assistant network.

• Coordinate and monitor team workflow and complete personal work allocations. Undertake planning and implementation of small scale projects in the team.

• Report on team and project performance and workload. Implement remedial action as required to ensure team performance goals are met and quality is maintained.

• Identify opportunities to enhance team and branch processes in an environment of collaboration, continuous improvement and change. Assist with the development and review of local policies and/or procedures. Work with team leadership when implementing and consolidating new or changed processes.

• Assist team members to improve capability by offering on-the-job training, coaching and guidance. Take responsibility for personal performance and competency using the Agency's Engage Framework. Ensure a Engage on a Page has formally been completed and recorded online.

Requirements

• Proven high-calibre Executive Assistant experience (government or private sector)
• Baseline security clearance (can be sponsored for eligible candidates)
• Strong cultural competence is essential

If you suit the above criteria and are interested in this role please APPLY now.  

At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, neurodiverse, people living with a disability and the LGBTIQA+ community.

You can read more about our commitment to diversity and inclusion at https://www.chandlermacleod.com/diversity-and-inclusion.