Job Details
  • Reference397725B_1661823168
  • LocationCanberra
  • Job TypeFull Time
  • Postedabout 1 month ago
  • ConsultantFiona Bell

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 a Executive Assistant for Non ongoing - 6 months plus 6 months.

Position Summary

The APS5 Executive Assistant (EA) provides essential support to a Band 2 Senior Executive within the Department. They are able to quickly build a successful partnership with their supervisor by using their emotional intelligence and utilising knowledge of the executive's individual preferences. They are accountable, under limited supervision and direction, to perform a range of administrative support work, within a fast-paced environment. They will have the ability to quickly attain an understanding of, and be compliant with, relevant legislative frameworks, government decision-making processes and policy requirements.

Specific Duties / Responsibilities

The Executive Assistant will provide a range of high level administrative support services, which includes, but is not limited to:

  • Address moderately complex telephone enquiries and independently respond to internal and external queries.
  • Manage and prioritise, including monitoring and tracking, incoming documents and correspondence to ensure appropriate taskings are 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, preparation, printing, collating and coordinating documents and other briefing material.
  • Assist in the management of corporate functions including human resources, property and financial activities.
  • Develop appropriate systems, procedures and controls to improve quality, efficiency and presentation of work within the Division.
  • Undertake research and analysis, exercise sound professional judgement and use a common-sense approach when dealing with issues, problems, confidential and sensitive matters, ensuring diplomacy and discretion.
  • Proactively assist, pre-empt, react quickly and flexibly to any changes in the executive's schedule, including rescheduling to achieve the required outcomes.
  • Screening telephone calls and referring matters to relevant business areas.
  • Management and maintenance of records management functions to ensure records are accurate, complete and are managed in accordance with departmental policy.
  • Diary management, including prioritising time and drawing attention to matters of importance.
  • Under limited direction, manage and prepare meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information.
  • Coordinate travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards.
  • Liaise with stakeholders and assist with the resolution of moderately complex to complex policy, project or operational issues, responding to their needs and expectations as required
  • Manage the Division by purchasing corporate stationery and office supplies, updating and regularly distributing contact lists, and undertaking other administration tasks and ad hoc activities for the executive as required.
  • Attend internal and external EA networking events/conferences.

Qualifications/Experience Requirements

  • Demonstrated knowledge of and experience in an Executive Assistant role, or similar.
  • Strong ability to self-organise, prioritise and manage time effectively. Solid knowledge of Microsoft office suite.
  • Excellent written and verbal communication skills and the ability to build strong relationships with a range of stakeholders.
  • Work independently or under limited guidance.
  • Ability to work effectively within a government organisation, including knowledge of legislative, financial and administrative frameworks (or ability to attain knowledge quickly).

Eligibility and specific conditions of employment

To be eligible to work with the Department and ABF you must:

  • Be an Australian Citizen.
  • Fulfil the Department's minimum requirements by satisfactorily answering all screening questions during the application process.
  • Obtain and maintain the required AGSVA security clearance, and Departmental Employment Suitability Clearance.
  • Satisfy a probation period.

Skill and Experience

If you feel you are a suitable candidate submit your application by hitting "Apply for this job". One of our consultant will reach out. Alternatively, you can call Fiona Bell on 02 6268 9931 or email Fiona.Bell@chandlermacleod.com for further discussion.