Executive Assistant

Royal Australian Mint; Canberra; On-site; AUD 90,000 - 130,000; Full time

Job summary

The Royal Australian Mint is seeking an Executive Assistant to the General Manager – Operations and Chief Operating Officer. You will deliver high-quality executive and administrative support, manage calendars, travel and expenses, and coordinate meetings, minutes and papers.

You will liaise with internal and external stakeholders, support procurement and financial processes in ERP, and contribute to continuous improvement of administrative practices in a busy government environment.

Qualifications

• Baseline security clearance required.
• Experience providing executive and administrative support.
• Strong written and verbal communication.
• Ability to manage calendars, travel, and expenses efficiently.
• Organised approach with attention to detail in a busy environment.

Responsibilities

• Provide diary and meeting management for the General Manager – Operations and COO.
• Coordinate travel arrangements, itineraries, and budget management.
• Support procurement and financial processing in ERP.
• Prepare minutes, briefing notes and administrative documentation.
• Liaise with internal and external stakeholders to support business outcomes.
• Contribute to continuous improvement of administrative processes.
• Assist recruitment coordination and onboarding as needed.
• Escort visitors and handle routine inquiries.

Skills

Discretion

Strong communication

Organisational skills

Attention to detail

Stakeholder liaison

Job description

The Royal Australian Mint is a small government agency working within the Commonwealth Government Portfolio of the Treasury. The Mint is a non-corporate Commonwealth Entity and is listed under the Public Governance Performance and Accountability Act 2013 (PGPA Act). The Mint is also covered by the Public Service Act 1999 (Cth) (PS Act).

The Royal Australian Mint makes coins and other minted products to serve the needs of the Australian economy, foreign countries, investors and collectors. We are stewards of a thriving national institution that showcases our Nations stories through the National Coin Collection, and a world class museum and gallery experience.

The Royal Australian Mint creates public value through a range of coining and minting-related activities. We play a key role in sharing the stories of Australia by recognising significant anniversaries, events, organisations and cultural perspectives through coins.

The Mint offers some of the most unique career opportunities within the public service, including roles such as:

• Coin making – polishing, laser frosting, 3D engraving, Physical Vapour Deposition hard coating, chrome plating, dies inspection and collars manufacture.
• Machinery – operate and maintain minting critical machines.
• Coin Sculpting – design coins, medals, medallions, and token, etc.
• Graphic Design – design coin packaging materials, exhibition graphics, etc.
• Engineering – technical support and manufacturing operations.

About the Role

The Executive Assistant provides high-quality executive and administrative support to the General Manager- Operations and Chief Operating Officer to ensure smooth day to day operations. The role delivers secretariat services for meetings and working groups, including preparing and distributing agendas and papers, coordinating meeting logistics and taking and distributing minutes.

The role manages the calendars, travel and expenses, triages routine correspondence and prepares routine briefing notes and memos. The Executive Assistant will provide transactional financial and procurement support such as raising purchase orders, processing invoices in the ERP system and coordinating quotations in line with internal procedures.

The Executive Assistant maintains records and databases (including the Mint’s recordkeeping system, ERP and MRP), liaises with internal and external stakeholders to coordinate meetings and information flows. The position also supports small operational or continuous improvement tasks by collating data, preparing simple reports and tracking progress, and assists with administrative elements of audits and compliance activities as required.

This role requires discretion, strong communication and organisational skills, attention to detail and the ability to work collaboratively in a busy operational environment.

The key duties of the position include:

• Providing diary and meeting management support to the General Manager – Operations and Chief Operating Officer, including coordinating appointments, stakeholder engagements, venue bookings and associated logistics and resources.
• Coordinating travel arrangements and itineraries, assisting with budget management, credit card acquittals, and handling less complex procurement and financial management tasks.
• Building and maintaining effective working relationships with internal and external stakeholders, providing professional and responsive administrative support.
• Managing routine and moderately complex enquiries, responding to requests and supporting the coordination of executive workloads.
• Preparing and coordinating meeting agendas, briefing materials, correspondence and administrative documentation and recording meeting minutes, outcomes and decisions in line with agency policies and procedures.
• Working collaboratively with employees across the Mint to support business outcomes and contribute to the continuous improvement of administrative processes.
• Monitoring and tracking incoming documents to ensure correspondence is triaged and actioned appropriately.
• Supporting teams across the Mint with administrative tasks, such as recruitment coordination and onboarding, ordering stationery, printing, and escorting visitors.

Eligibility

Security

This position requires a Baseline security clearance. The successful applicant will be required to obtain and maintain a clearance at this level.