Executive Assistant

Australian Fisheries Management Authority; Canberra; Presencial; AUD 80.000 - 110.000; Jornada completa

Descripción de la vacante

Australian Fisheries Management Authority (AFMA) in Canberra is seeking an APS Level 4 Executive Assistant to provide high‑level executive support, coordinate governance and branch activities, and manage travel, records and reporting processes. This role requires adept secretariat skills, stakeholder liaison, and discretion in handling sensitive information.

You will work closely with management and across the agency to ensure efficient administration, diary management, meeting papers, minutes

Formación

• Demonstrated organisational and time management skills to manage competing priorities.
• Build and maintain productive relationships with colleagues and stakeholders.
• Strong written and verbal communication for diverse stakeholders.
• Proficient use of corporate systems including travel, records management and correspondence.
• Sound judgement, initiative and discretion handling sensitive information.
• Experience providing secretariat and administrative support (meetings, agendas, minutes, action tracking).

Responsabilidades

• Provide high-level executive and administrative support to a Senior Executive Service member, including diary, email, papers and briefs.
• Coordinate governance, reporting and branch activities (commission papers, Senate Estimates, quarterly reports).
• Manage meetings, committees and stakeholder engagement; schedule and coordinate meetings and track actions.
• Deliver travel, financial and operational support for executives and the branch; bookings, reconciliations and acquittals.
• Provide expert advice on corporate systems and office administration; maintain office supplies and collaborative service delivery.

Conocimientos

Organisational skills

Time management

Stakeholder management

Written communication

Verbal communication

Proficient with corporate systems

Discretion & judgement

Secretariat & admin support

Descripción del empleo

Australian Fisheries Management Authority – Canberra ACT

The Australian Fisheries Management Authority (AFMA) aims to provide ecologically sustainable and economically efficient Commonwealth fisheries, through understanding and monitoring Australia’s marine living resources and regulating and monitoring commercial fishing, including domestic licensing and deterrence of illegal foreign fishing.

About the branch

The Fisheries Operations Branch provides high level deterrence for illegal, unreported & unregulated fishing activities. It does so by providing leadership, contract & project management & policy development.

Capabilities & Experience

Our ideal candidate will:

• Demonstrate strong organisational and time management skills, with the ability to effectively manage competing priorities and respond to changing business needs.
• Build and maintain productive working relationships with colleagues and stakeholders, working collaboratively to achieve business outcomes and provide quality client service.
• Possess well-developed written and verbal communication skills, with the ability to liaise effectively with a range of internal and external stakeholders.
• Be proficient in the use of corporate systems and technology, including travel, records management and correspondence systems, and have the ability to quickly learn new processes and applications.
• Exercise sound judgement, initiative and discretion when handling sensitive information, while maintaining confidentiality and professionalism.
• Demonstrate experience providing secretariat and administrative support, including coordinating meetings, preparing agendas and papers, taking minutes, and monitoring action items.
• An understanding of AFMA’s purpose, and a commitment to both diversity and work, health and safety principles.

About AFMA

The Australian Fisheries Management Authority (AFMA) aims to provide ecologically sustainable and economically efficient Commonwealth fisheries, through understanding and monitoring Australia’s marine living resources and regulating and monitoring commercial fishing, including domestic licensing and deterrence of illegal foreign fishing.

About the branch

The Fisheries Operations Branch provides high level deterrence for illegal, unreported & unregulated fishing activities. It does so by providing leadership, contract & project management & policy development.

Capabilities & Experience

Our ideal candidate will:

• Demonstrate strong organisational and time management skills, with the ability to effectively manage competing priorities and respond to changing business needs.
• Build and maintain productive working relationships with colleagues and stakeholders, working collaboratively to achieve business outcomes and provide quality client service.
• Possess well-developed written and verbal communication skills, with the ability to liaise effectively with a range of internal and external stakeholders.
• Be proficient in the use of corporate systems and technology, including travel, records management and correspondence systems, and have the ability to quickly learn new processes and applications.
• Exercise sound judgement, initiative and discretion when handling sensitive information, while maintaining confidentiality and professionalism.
• Demonstrate experience providing secretariat and administrative support, including coordinating meetings, preparing agendas and papers, taking minutes, and monitoring action items.

Desirable Capabilities & Experience

• An understanding of AFMA’s purpose, and a commitment to both diversity and work, health and safety principles.

The key duties of the position include:

Executive Assistants are key people within AFMA, providing both direct support to a member of the AFMA Senior Executive and working with staff across the agency to coordinate and assist with delivery on range of outcomes. Executive Assistants are crucial to the Agency and work together as part of a team to deliver cross-agency services, such as administrative support to meetings (including the AFMA Commission), Ministerial correspondence, travel co-ordination and responding to telephone inquiries. AFMA Executive Assistants work closely with management and operational areas and are an expert source of advice on travel booking and credit card acquittal systems along with other government administrative processes.

In addition to meeting the work level standards of the position classification, as an APS Level 4 Executive Assistant, you will:

• Provide high-level executive and administrative support to a member of the Senior Executive Service, including managing diaries, email and correspondence, coordinating meeting papers, preparing briefs, reports and other documentation, and ensuring the effective operation of executive office functions.
• Coordinate governance, reporting and business support activities for the Branch, including the preparation and submission of Commission papers, Senate Estimates documentation, Quarterly Performance Reports, Questions on Notice, and branch level activities.
• Manage meetings, committees and stakeholder engagement activities, including scheduling and coordinating branch and committee meetings, preparing agendas, recording minutes, tracking actions, arranging Teams meetings, and supporting effective communication across the branch.
• Deliver travel, financial and operational support services for executives and the branch, including travel bookings, reconciliations, acquittals, invoice processing, and other administrative and business support activities.
• Provide expert advice and support on corporate systems and office administration, including travel and financial management systems, while maintaining office supplies, coordinating mail services, and working collaboratively with other Executive Assistants to ensure consistent and efficient service delivery.

Eligibility

To be eligible for this role applicants must:

• be an Australian citizen;
• have the ability to obtain, and maintain, a Negative Vetting 1 security clearance;
• satisfy the requirements of an Australian Federal Police Check.

Notes

This position is located in Canberra, ACT. Successful applicants that are currently not based in Canberra must be willing to relocate to Canberra at their own expense.