APS Level 4 - Executive Assistant_EXT

IP Australia; Canberra; On-site; AUD 90,000 - 110,000; Full time

Job summary

IP Australia is seeking a highly organised Executive Assistant at APS Level 4 to provide executive and administrative support to one or more General Managers in Canberra.

You will coordinate meetings, travel and briefings, manage calendars and correspondence, prepare documents, process invoices, and maintain records and SharePoint content while building strong relationships with internal and external stakeholders.

Qualifications

• Experience providing executive and administrative support to senior managers.
• Ability to coordinate meetings, events and travel.
• Strong communication, judgement and relationship-building skills.
• Knowledge of procurement, finance records and SharePoint.

Responsibilities

• Provide executive and administrative support to General Managers.
• Coordinate meetings, travel and briefing materials.
• Prepare documentation: briefs, reports, presentations.
• Process invoices and support procurement.
• Maintain records and SharePoint content.
• Collaborate with other support staff and stakeholders.
• Apply agency policies and confidentiality.
• Manage competing priorities and deadlines.

Skills

Executive support

Planning

Written communication

Stakeholder management

Procurement administration

Digital literacy

Policy compliance

Discretion

Professionalism

Job description

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Position title:APS Level 4 - Executive Assistant_EXT

Job Requisition ID:1888

Location:Canberra on Ngunnawal Country

We are seeking a highly organised, tech savvy and detail- orientated individual to join our team. Our ideal candidate is an adaptable professional with excellent communication skills, strong judgement and the ability to build productive working relationships.

Responsibilities of the Executive Assistant include:

• Providing executive and administrative support to one or more General Managers, including proactively managing schedules, calendars, inboxes, correspondence, anticipating needs and ensuring your Executive isn’t overcommitted.
• Coordinating meetings, events and business activities, including logistics, agendas and briefing materials, recording minutes, and tracking follow-up actions.
• Supporting branch operations by coordinating workflows, arranging travel and accommodation, preparing supporting documentation, and managing credit card acquittals.
• Preparing and quality assuring a range of documentation, including correspondence, briefs, reports and presentations.
• Processing invoices and payments, supporting procurement activities, and maintaining financial records in line with agency requirements.
• Maintaining business information and records, including organisational charts, distribution lists, staffing information and access requests.
• Managing and maintaining business group SharePoint and intranet content, including newsletters, all-staff communications, events and key business information.
• Applying agency policies, procedures to provide administrative support and ensure compliance activities requirements are met.
• Building and maintaining productive relationships with internal and external stakeholders, coordinating inputs, managing competing priorities, and negotiating timeframes where required.
• Exercising sound judgement and discretion in handling sensitive, confidential and priority matters.
• Collaborating with Executive Assistants and other support staff across the agency to share information and ensure consistent way of working

Job specific capabilities

We are seeking candidates who can demonstrate the following capabilities:

• Executive support and coordination
• Planning and organising
• Written and verbal communication
• Stakeholder engagement and relationship management
• Financial and procurement administration
• Digital literacy and ability to learn new systems and technology
• Policy application and compliance
• Sound judgement and problem solving and initiative
• Professionalism, confidentiality, adaptability and resilience

Applications close at 11:59pm AEST on Thursday 24 September 2026.

We acknowledge the traditional owners of the country throughout Australia and their continuing connection to land, sea and community. We pay our respect to them and their cultures and to the elders past and present.