APS4 Executive Assistant

SOS Recruitment; Canberra; On-site; AUD 70,000 - 90,000; Full time

Job summary

SOS Recruitment is seeking an APS4 Executive Assistant to provide high-level administrative support to the Assistant Secretary in Canberra. You will manage diaries, email, briefing materials, and ministerial documentation, coordinating with internal and external stakeholders.

The role requires meticulous attention to records management, travel coordination, and ensuring deadlines are met, with typical MS Office skills and a proactive, adaptable approach to fast-moving government workloads.

Qualifications

• Strong communication skills.
• Ability to build and maintain relationships at all levels.
• Flexible and adaptable.
• Proactive and takes initiative to improve processes and systems.
• Experience with Microsoft Office.

Responsibilities

• Provide high level administrative support to the Assistant Secretary as the first point of contact for the office.
• Diary management and email management with follow up on action items and deadlines.
• Prepare briefing material in a timely manner for meetings attended by the Assistant Secretary.
• Quality control of documents and correspondence and actioning as appropriate.
• Screen inquiries for the Assistant Secretary’s office and liaise with stakeholders.
• Coordinate and arrange domestic and international travel as required.
• Prepare and manage ministerial submissions and correspondence in PDMS.
• Organise meeting logistics, including papers, venue and catering.
• Maintain records management, filing and contact lists.
• Provide backup administrative support across the division as required.

Skills

Strong communication skills

Relationship building

Proactive

Microsoft Office

Tools

Microsoft Office Suite

Job description

APS4 Duties:

The duties of the APS4 Executive Assistant role generally include, but are not limited to:

• Provide high level administrative support to Assistant secretary as the first point of contact for the office:
  • Diary management
  • Email management and follow up on action items when items are due to ensure deadlines are met
  • Anticipate requirements for, and initiate the timely preparation of briefing material prior to the meetings attended by the Assistant Secretary
  • Quality control of documents for Assistant Secretary’s office, telephone calls, in person or otherwise and actioning as appropriate
  • Screening of inquiries to the Assistant Secretary’s office, telephone calls, in person as the first point of contact for the office
  • Liaising with internal and external stakeholders
  • Screening of inquiries to the Credit card acquittal
  • Arrange and acquit domestic and international travel as required
  • Undertake research and preparation of correspondence as required and requested by the Assistant Secretary
  • Liaise with corporate areas (property/IT) to complete tasks for the Assistant Secretary’s office
• Management and coordination of workflow to ensure all deadlines are met
• Distribution and management of ministerial submissions and ministerial correspondence in PDMS
• Meeting logistics including collation of papers, venue and catering as required
• Registeringincomingandoutgoingcorrespondence, emailsand documents,and distribution in a timely manner
• Maintain and update telephone and email contact lists.
• Ensure that all hardcopy, electronic documents and emails are filed in accordance with approved records management processes and security requirements.
• Provide back-up administrative support across the division as required
• Liaise with FAS EA to coordinate deadlines for the FAS office

Desirable attributes:

• Strong communication skills
• Ability to build and maintain strong relationships at all levels
• Flexible and adaptable
• Proactive
• Take initiative in coming up with new processes or improve processes and systems to improve efficiencies
• Good judgement
• Ask questions
• Ability to pick up processes quickly and adapt to new systems
• Experience with Microsoft office suite