ASD 4 & 5 Executive Assistant

Australian Signals Directorate; Canberra; On-site; AUD 90,000 - 130,000; Full time

Job summary

Australian Signals Directorate in Canberra seeks energetic and highly organized ASD 4 & 5 Executive Assistants to provide high-level executive support to SES staff during a period of growth. ASD Executive Assistants work closely with Branch and Division leadership to contribute to the delivery of organisational priorities.

ASD EAs manage calendars, coordinate meetings, prepare documentation, and respond to communications while upholding APS policies and confidentiality.

Qualifications

• Sound understanding of and ability to comply with relevant legislative frameworks and APS policies.
• Experience supporting SES or senior executives preferred.
• Strong organisational and communication skills.

Responsibilities

• Manage executive calendars and appointments.
• Coordinate meetings and prepare documentation.
• Respond to incoming communications and triage emails.
• Maintain records management systems and handle confidential information.
• Arrange domestic and international travel for SES officers.
• Collaborate with other Executive Assistants/Executive Officers and ASD teams.
• Prepare meeting materials, minutes, and presentations.
• Support data collation, tracking of performance indicators, and preparation of reports as needed.

Skills

Diary management

Calendar management

Email handling

Travel coordination

Minutes and reports

Job description

Australian Signals Directorate – Canberra ACT

We are seeking energetic, highly organised, and task-oriented ASD 4 & 5 Executive Assistants to provide high-level executive support to a range of Senior Executive Service (SES) staff across the organisation during an exciting period of growth.

We are looking for enthusiastic and proactive individuals who can deliver high-level executive and administrative support to our senior leaders. ASD Executive Assistants work closely and collaboratively with Branch and Division leadership teams to contribute to the successful delivery of organisational priorities.

Within the Administration function, an ASD 4 & 5 Executive Assistant is accountable, under limited direction, for performing moderately complex to complex administrative support work within an integrated workforce environment.

ASD offers flexible work practices, excellent training, mentoring and development opportunities, as well as a competitive salary and benefits package.

They must have, or the ability to attain, a sound understanding of and compliance to relevant legislative frameworks, government decision-making and the ASD’s mission and policy requirements.

Key responsibilities include managing executive calendars and appointments, coordinating meetings, preparing documentation, and responding to incoming communications. In addition, the following key duties and responsibilities include:

The ASD 4 Executive Assistant:

• Provide administrative support for the SES office, undertake diary management, including prioritising time and drawing attention to matters of importance.
• Address routine to moderately complex email enquiries and independently respond to internal and external queries.
• Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly and maintain records management systems in line with the ASD’s policies and procedures.
• Handle sensitive information, maintain confidentiality and model ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.
• Under general direction, prepare meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information.
• Work collaboratively with other Executive Assistants/Executive Officers and the broader business area.
• Arrange, coordinate and reconcile all aspects of domestic and international travel in line with the ASD travel policy for senior executive service officers.
• Have excellent interpersonal skills, and both build and sustain relationships in order to work collaboratively with the executive, within the work area and other areas of ASD.

In addition to the above, the ASD 5 Executive Assistant:

• Manage, coordinate and prioritise the workflow of the SES office to ensure priorities and deadlines are met including diary management, email and telephone enquiry handling and routine correspondence such as emails.
• Prepare meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information.
• Provide high level administrative and coordination support, including managing and organising meetings, briefings and events and anticipating and managing competing commitments.
• Handle sensitive information, maintain confidentiality and model ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.
• Work collaboratively with other Executive Assistants/Executive Officers and the broader business area.
• Arrange, coordinate and reconcile all aspects of domestic and international travel in line with the ASD travel policy for SES officers.
• Undertake a broad range of corporate and administrative support functions across the division including procurement, accounts processing, project and research work or analysis and other tasks as required.
• Liaise with internal and external stakeholders on behalf of the SES to ensure effective communication, strong relationships, and timely responses to requests.
• Assist with data collation, tracking of performance indicators, and preparation of reports, briefs or dashboards to support informed decision-making by SES.
• Assist in fostering a positive workplace culture by supporting staff wellbeing, diversity and inclusion initiatives, and modelling respectful workplace behaviours.

Further information can be found at: I’m changing my career | Australian Signals Directorate (asd.gov.au)

ASD is seeking applicants to fill current and anticipated vacancies and to create a merit pool for future vacancies. In line with the Australian Public Service Commissioner’s Direction 2022, upon completion of the recruitment activity, the merit pool will be available to locations across Australia.