Job Details
  • Reference383752A_1637572152
  • LocationCanberra
  • Job TypeContract
  • Posted17 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 7 months with potential extension 6 months.

About the Role:

Executive Assistants provide support to SES staff who typically lead a Branch or geographic zone within agency's organisational structure. Executive Assistants may be based in a national or regional office with tasks varying dependent on the operational needs and individual preferences of SES staff.

Personal/Executive Assistance and Support professionals perform liaison, administration, coordination and organisational tasks in support of Executives, Managers and professionals.

An Executive Assistant's role is varied but generally involves providing executive support to SES staff and general administrative support to the branch. These jobs are typically fast paced with rigid timelines, and work may be required outside normal work hours to meet peak work demands.

Executive Assistants are required to manage professional relationships with internal and external stakeholders including members of the branch, division, and other external stakeholders. In particular, maintaining a close working relationship with SES staff, teams within the Branch or zone, divisional Executive Officers and other Executive Assistants is critical. An Executive Assistant may also provide secretariat support for meetings.

The role requires discretion, tact and diplomacy in dealing with sensitive and/or confidential matters.

Duties & Responsibilities:

Duties may include some or all of the following:

  • manage SES staff work schedule and all aspects associated with it, including telephone calls, electronic diary appointments and organisation of meetings and relevant papers
  • coordinate all correspondence in and out of the SES office and e-mail inbox, including follow-up and monitoring
  • coordinate Senate Estimates and Ministerial briefs, and other reports and briefs
  • provide administrative support for the Branch or zone, including management and maintenance of meeting rooms, stationery and office equipment
  • actively manage and promote relationships with internal and external stakeholders
  • administer travel finances, including reconciliation and maintenance of all travel and credit card accounts and cost centre codes associated with the Branch or zone
  • arrange travel and accommodation for SES staff; as well as travel for Branch staff
  • file records in accordance with approved records management processes and security requirements, including management and maintenance of document recording systems
  • perform straight forward research and provide project management assistance
  • coordinate programs, executive meetings and other activities for the Branch or zone
  • provide secretariat support to meetings.

Key skills/personal attributes:

Ability to:

  • demonstrate excellent interpersonal and stakeholder management skills
  • demonstrate well developed verbal and written communication skills
  • demonstrate highly developed organisational and time management skills
  • demonstrate developed keyboard and computer skills, with advanced skills in the use of standard desktop applications
  • demonstrate sound judgement to manage competing priorities
  • use initiative to improve administrative processes.

Knowledge required:

Knowledge and understanding of:

  • office administrative standards, protocols and procedures
  • the agency's structure and functions
  • records management standards, systems and procedures
  • financial systems, delegations, policies and procedures
  • Public Governance, Performance and Accountability Act 2013
  • Privacy and Freedom of Information legislation and policies.

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 Leanne Porter on 02 6268 9926 or email Leanne.Porter@chandlermacleod.com for further discussion.