Job Details
  • Reference375297A_1622688432
  • LocationCanberra
  • Job TypeContract
  • Posted10 days 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 an APS5/6 Executive Assistant on a non-ongoing for 12 months.

Position Overview

The occupant of the position will work under general direction and manage the operation of the First Assistant Secretary's office including: diary management; maintenance of incoming and outgoing correspondence; co-ordination of divisional tasks; maintenance of record systems, office equipment and stationery requirements; financial management including the purchase of supplies; payment of accounts, acquittal of credit cards and expenditure recording.

As a central point of contact for the division, you will need to provide guidance, mentoring and advice to Branch EAs and ensure constant support is provided to the Division's Executive; you will need to be client-focused; have excellent interpersonal skills including the ability to liaise with important stakeholders including the Minister's Office, departmental executive, SES from the wider APS and stakeholder groups. You will be required to have excellent oral and written communication; strong computer and administrative skills and the ability to prioritize.

The position would suit a well-organized self-starter who has a high level of integrity and a track record of working well as a member of a team.

Duties & Responsibilities:

  • Provide support to the First Assistant Secretary, which includes but is not limited to:
    • Registering correspondence including using a tracking system for all documents (e.g. emails, briefs, letters, appointments).
    • Screening of inquiries to the First Assistant Secretary via telephone calls; in person or otherwise and actioning as appropriate.
    • Diary management to ensure all responsibilities are met.
    • Follow up on action items when items are due.
    • Credit card reconciliation.
    • Arrange and acquit domestic and international travel as required.
    • Undertake research and preparation of correspondence together with quality-assurance of drafted material as required and requested by the First Assistant Secretary.
    • Preparation of documents, agendas and other meeting papers, briefing papers, reports and presentations; and
    • Maintain the First Assistant Secretary's office and surrounding area at a professional standard.
  • Anticipate requirements for, and initiate the timely preparation of, briefing material prior to the meetings attended by the First Assistant Secretary.
  • Ensure that all hardcopy and electronic documents are filed in accordance with approved records management processes and security requirements.
  • Arrange meetings including venue, collation of papers and catering as required.
  • Coordinate and work with relevant staff to provide responses to corporate documents (including weekly issues report, annual reports).
  • Maintain and update telephone and email contact lists.
  • Work in partnership with Branch EAs to ensure that all correspondence is managed appropriately ensuring all deadlines are met.
  • Provide support to other areas of the Division as requested.
  • Provide guidance, mentoring and advice to Branch EAs and ensure constant support is always provided to SES staff.
  • Actively participate in the Department's Executive Assistant Network.

Mandatory Requirements:

  • The successful candidate will be required to have a Baseline security clearance.

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