Job Details
  • Reference403656A_1674608436
  • LocationCanberra
  • Job TypeFull Time
  • Posted2 days ago
  • ConsultantLeanne Porter
As one of the Australia's largest providers of human resources solutions, Chandler Macleod has a proven track record of unleashing potential in people and companies. For over 40 years Chandler Macleod's recruitment business has connected leading-edge projects and employers with outstanding business professionals.
Our Federal Government client is seeking to engage an APS4 Executive Assistant on a contract for 12 months.
Duties & Responsibilities:
  • Address routine to moderately complex telephone enquiries and independently respond to internal and external queries.
  • Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly.
  • Provide quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines.
  • Provide administrative support in a timely manner, including but not limited to, printing and collating documents and other briefing material.
  • Undertake filing and records management functions and ensure records are accurate, complete and are managed in accordance with departmental policy.
  • Coordinate and purchase corporate stationary and office supplies.
  • Under general direction, prepare agendas and meeting material. Record meeting minutes, outcomes and decisions for internal and external meetings as well as committees and forums.
  • Update and regularly distribute contact lists.
  • Assist with staff/office relocations.
  • Report facility and property related issues as required.
  • Undertake other administration tasks and ad hoc activities for the executive as required.
  • Undertake diary management, including prioritising time and drawing attention to matters of importance.
  • React quickly and flexibly to any changes in the executive's schedule, including rescheduling to achieve the required outcomes.
    Establish and maintain collaborative relationships:
  • Liaise with stakeholders and assist with the resolution of moderately complex issues.
  • Provide stakeholders with quality advice and responsive service.
  • Initiate, build and maintain relationships within the EA network and Executive Governance and Support Directorate; particularly for knowledge sharing purposes.
  • Attend internal and external EA networking events/conferences.
  • Work closely and in conjunction with the Executive Support Officer and/or Executive Officer in the division/group.
  • Under general direction use a level of tact, diplomacy or persuasion to re-negotiate timeframes with stakeholders, if it is clear that timeframes are not going to be met.
  • Act as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence, ensuring a high level of customer service to all staff and external parties.
  • Anticipate and identify relevant internal stakeholders' expectations and concerns and adapt communication style to present messages in a clear and concise manner.
  • When organising meetings and/or events, negotiate with stakeholders to ensure the attendance of appropriate representatives.
    Skills Required:
  • COS - Stationary
  • easySAP
  • Hewlett Packard Enterprise Records Manager (HPE Records Manager)
  • Jones Lang LaSalle (JLL) Property Service Centre/Corrigo Customer Portal
  • Microsoft Office (Word, Excel, Outlook and PowerPoint)
  • Outlook
  • Parliamentary Document Management System (PDMS)
  • PowerPDF
  • Qantas Business Travel (QBT)
  • Service Request Catalogue (SRC)
  • SharePoint
  • Visio
  • Common sense
  • Resilience
  • Solutions focused
  • High level of initiative, flexibility and resourcefulness
  • Able to quickly establish relationships and networks
  • Creative/innovative thinker
  • Role model
  • Confident
  • Will ask for assistance/guidance when required
  • Ability to deal with difficult people
  • Displays calmness
  • Attention to detail
  • Strong verbal and written communication skills, including being able to tailor to any audience
  • Excellent time management and organisational skills
  • Sound judgment and decision-making ability
  • Approachable
  • Empathetic and respectful
  • Proactive
  • Discretion and able to deal with confidential and sensitive business matters
  • Team player

    Mandatory Requirements:
  • Applicants must be able to obtain and maintain a Baseline security, or hold a current security clearance of an appropriate level.

    If you feel you are a suitable candidate submit your application by hitting "Apply for this job". Alternatively, you can call Leanne Porter on 02 6268 9926 or email for further discussion.