Diary Manager / Executive Assistant

The Office of Peter Khalil MP; City of Melbourne; On-site; AUD 82,000 - 93,000; Full time

Benefits offered by this job

Relocation assistance

Study assistance

Paid study leave

Superannuation 15.4%

Job summary

The Office of Peter Khalil MP in Coburg VIC is seeking a Diary Manager/Executive Assistant to support the Assistant Minister for Defence with diary, travel and program management. The role requires strong organisational and time management skills, discretion and a commitment to serving the local community.

Based in the Coburg electorate office with CBD-based ministerial duties, the position involves event planning, correspondence, outreach and occasional travel.

Qualifications

• Outstanding organisational and time management abilities with the capacity to prioritise multiple tasks
• Strong verbal and written communication with attention to detail
• Demonstrated discretion and ability to handle confidential information
• Experience in government, Parliament or political settings is highly regarded

Responsibilities

• Manage Parliamentarian's diary, including appointments, travel and logistics
• Act as first point of contact for constituents and stakeholder meetings
• Triage incoming correspondence (digital, written, verbal) to staff or Parliamentarian
• Manage and triage meeting briefs and travel allowances for the Parliamentarian
• Plan and assist with electorate events and engagement activities
• Support office administration, supplier invoices and office supplies
• Represent the Parliamentarian in a courteous, responsive manner to constituents

Skills

Organisational skills

Time management

Communication skills

Discretion & confidentiality

Government or political experience

Job description

The Office of Peter Khalil MP - Coburg VIC

The office of the Hon Peter Khalil MP (federal Assistant Minister for Defence) is seeking applications for a Diary Manager/Executive Assistant. This role is ideal for someone with prior experience in a similar role, who has strong organisational and time management skills, and is passionate about supporting the local community.

This position will support the Assistant Minister with the management of his diary, travel,logisticsand program. This position will also support the electorate office with event planning, administrative tasks, correspondence and outreach, and other tasks as required. The role is based out of the Coburg electorate office and CBD-based ministerial office. There will be frequent travel within the Wills electorate with occasional irregular work hours.

We are looking to shape this role around the successful candidate, in line with their skills and interests. As such, we are advertising a wide salary range. In your cover letter, we encourage you to explore what you personally would bring to this role, as well as any additional skills or interest areas that you believe would be an asset to our office.

Key Duties

The key duties of this position include, but are not limited to:

• Manage the Parliamentarian's diary including appointments, travel and otherlogisticsor changes.
• Act as the first point of contact for constituent and stakeholder meetings.
• Triage incoming digital,writtenand verbal correspondence to relevant staff or the Parliamentarian.
• Manage and triage meeting briefs.
• Administration including management of office supplies, invoice payments and travel allowances for the Parliamentarian.
• Alongside other electorate officers, function as a point of contact for constituents and other visitors to the Electorate Office, working to resolve their issues and answer any queries in a courteous, sensitive, and prompt manner.
• Alongside other electorate officers, respond to constituent correspondence and enquiries (in-person, phone and email), researching solutions, and liaising with Government agencies and stakeholders as needed, to resolve matters in a timely and effective manner.
• Help to plan and manage events and engagement opportunities for the Parliamentarian and the community, which may include some out of hour's work.
• Accompany the parliamentarian to events in the electorate, which may include some out of hour's work.
• Promote, support and maintain a safe, respectful and inclusive workplace culture.

The ideal applicant shouldpossessthe following skills and experience:

• Outstanding organisational and time management skills, with the ability to prioritise and manage multiple and competing tasks to deliver to agreed deadlines.
• Experience in a similar, senior administrative role would be highly regarded, as would experience in government or political settings.
• Strong verbal and written communication skills with meticulous attention to detail.
• Demonstrated work ethic, agility, and ability to excel under pressure, to meet the demands and flexibility of a busy Electorate Office.
• Demonstrated professional integrity and the ability to exercise discretion and maintain confidentiality.
• An understanding of Australia's system of government and parliamentary processes.
• A respectful demeanour when engaging with office staff and constituents.

Employment conditions

The position is offered under the Members of Parliament (Staff) Act 1984(MOP(S) Act) and conditions are outlined in the Commonwealth Members of Parliament Staff Enterprise Agreement 2024-27 including:

A commencing salary between $81,594 and $92,846 will be negotiated depending on experience and relevant skills.

An additional optional allowance of up to $14,407 may be considered in recognition of, and as compensation for, reasonableadditionalhours of work and any travel requirements.

Relocationassistance, studiesassistanceand paid study leave may also be available (subject to eligibility requirements).

An employer superannuation contribution of 15.4% will be payable.

Applicants should note the following:

This is a non-ongoing 12 month contract, with the possibility for extension.

An initial probationary period of three months will apply and may be subject to extension.

The successful applicant will be required to undergo a National Police History Check.

The successful applicant will be required to comply with their obligations under the Behaviour Codes and Standards.

Staff may be subject to automatic cessation triggers in accordance with Section 14 of the MOP(S) Act.

As staff of a Minister, the successful candidate will be required to obtain and maintain a Negative Vetting 2 security clearance and comply with the Ministerial Staff Code of Conduct.