APS4 – Executive Assistant (Multiple Positions), IT & Data Division

Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts; Canberra; On-site; AUD 65,000 - 90,000; Full time

Job summary

The Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts is seeking two organised APS4 Executive Assistants to provide high‑quality executive and administrative support to Assistant Secretaries across ITDD.

The role offers flexibility and part‑time options for the right candidate, with diary management, briefing preparation, and stakeholder coordination at the core of every day.

Qualifications

• High attention to detail and ability to manage multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Ability to liaise with senior leaders and a broad range of stakeholders.
• Demonstrated discretion and integrity in handling sensitive information.
• Capacity to prioritise and coordinate competing demands in a fast-paced environment.

Responsibilities

• Provide executive support to Assistant Secretaries, including diary management, monitoring calls and emails, and coordinating correspondence.
• Prepare briefing material ahead of meetings and track action items.
• Conduct research and draft responses as required.
• Coordinate with branch staff and other EA roles to ensure timely responses to corporate documents and annual reports.
• Monitor telephony and provide backup support to executives as needed.
• Support other areas of the Branch and contribute to cross-team initiatives.

Skills

Diary management

Written & verbal communication

Collaboration across teams

Strategic thinking

Discretion

Job description

Organised within the Chief Operating Officer Group within the department, Information Technology & Data Division’s (ITDD) purpose is to connect people, data, and technology, empowering the department to excel. ITDD is responsible for the consolidated provision and support of stable and secure IT Systems, applications and services to all department users across all States and Territories, including Indian Ocean Territories and Norfolk Island, as well as supporting seven Ministerial offices, and coordination with portfolio entities. ITDD provides the digital collaboration and communications tools necessary to connect a geographically dispersed workforce and to optimise hybrid working arrangements. We manage industry and public facing digital systems, deliver desktop services, oversee cyber security, and provide data, AI, and information management advice to over 2,400 staff, supporting over 30 office locations across Australia.

We are seeking two organised and proactive Executive Assistants at the APS 4 level to provide high-quality executive and administrative support to Assistant Secretaries across ITDD. Whether you're an experienced Executive Assistant, returning to the workforce, seeking a career change, or looking for a role that offers flexibility and purpose, we'd love to hear from you. You will work closely with senior leaders and stakeholders, manage competing priorities, and play a key role in supporting the division's success. Working in ITDD also provides a unique opportunity to test and trial new technologies, develop expertise in modern digital tools and capabilities, and provide feedback on innovative products before they are rolled out across the department. Part-time and flexible working arrangements may be considered for the right candidate.

What you will do

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

• Providing support to the Assistant Secretaries through diary management, monitoring calls and emails, registering ingoing and outgoing correspondence, credit card reconciliation and travel management.
• Anticipate the requirements for and initiate the timely preparation of briefing material prior to meetings attended by the Assistant Secretaries.
• Undertake research and preparation of correspondence as required and requested.
• Monitor branch and other Executive Assistant telephones and provide backup as required.
• Coordinate and work with relevant staff to provide responses to corporate documents (including annual reports).
• Work with Branch staff to ensure that all correspondence is managed appropriately ensuring all deadlines are met.
• Provide support to other areas of the Branch as requested.

Join a team that values initiative, embraces innovation and knows that behind every successful executive is an exceptional Executive Assistant. Bring your experience, curiosity and organisational superpowers, and we'll provide the opportunity to grow, contribute and make a real impact.

Inherent requirements for the role

To be successful in this role, you will need to demonstrate your capability against the APS4 Work level standards and possess the following core capabilities:

• Achieve results by showing initiative and the ability to be proactive in a fast-paced environment.
• Communicate effectively both written and verbal, delivering information in a variety of formats.
• Collaborate across teams, using your excellent interpersonal and engagement skills to engage with senior leaders and a broad range of stakeholders and not be afraid to speak up.
• Think strategically to scan current and emerging priorities, identify criticality of tasks and manage the outcomes as appropriate.
• Exercise discretion in a position of trust.

Cultural capability requirement

The department believes every role contributes to cultural safety and that building staff cultural capability helps us deliver better policies, programs and services for First Nations people and the broader Australian community. Candidates will be required to demonstrate their willingness to develop their cultural capability as part of the assessment process. In making it a requirement across all roles in our department, we are taking a practical step in delivering our commitments under the Our Stories on Country Agreement and the Diversity, Equity and Inclusion Strategy 2025–28.

As an APS4 you will be expected to:

• Demonstrate a sound understanding of Aboriginal and/or Torres Strait Islander histories and contemporary issues.
• Communicate sensitively and effectively in day-to-day interactions.
• Actively seek cultural advice when needed and applies learnings to improve work practices.

Eligibility requirements

Employment with the Department of Infrastructure, Transport, Regional Development, Communications, Sport and the Arts is subject to conditions prescribed within the Public Service Act 1999 including:

• Citizenship: candidates must be an Australian citizen at the time of submitting your application.
• Health Assessment: The preferred candidate may be required to undergo a medical examination conducted by the department’s preferred medical provider.
• Security Clearance: The successful candidate must be able to obtain and/or maintain a security clearance at Baseline Level. You must be willing to disclose all relevant and required information. You must have lived in Australia, or have a checkable background, for at least the preceding five years for Baseline Vetting clearances. More information on the security clearance vetting process is available on the Australian Government Security Vetting Agency (AGSVA) website.
• Police check: The successful candidate must complete an Australian Federal Police criminal history check.
• Integrity and Performance check: The successful candidate must satisfy the requirements in an Integrity and Performance check which is completed by your most recent employer.