Executive Assistant

Australian Submarine Agency; Canberra; On-site; AUD 70,000 - 90,000; Full time

Job summary

Australian Submarine Agency is seeking an Executive Assistant to provide high-level administrative and executive support to senior leaders in a fast-paced environment. You will manage the Senior Executive Service diary, coordinate meetings, and handle travel, correspondence, and clearance documents.

The role emphasizes confidentiality, strong communication, and professionalism across multiple divisions. Successful candidates will demonstrate agility, resilience, and the ability to work under

Qualifications

• Excellent communication and interpersonal skills across diverse levels of seniority.
• Ability to exercise discretion and maintain confidentiality in sensitive information.
• Strong organisational skills with the ability to manage multiple priorities.

Responsibilities

• Manage the Senior Executive Service diary and meeting arrangements.
• Monitor and triage the inboxes for the Executive and Division.
• Update contact lists and coordinate travel requisitions and accommodation.
• Print packs, track correspondence and clearance documents.
• Liaise with internal and external stakeholders at senior levels.
• Develop business improvement initiatives to streamline workflow.
• Advise and coordinate travel for domestic and international trips in line with policy.

Skills

Communication skills

Stakeholder engagement

Discretion and privacy

Attention to detail

Organisational skills

Job description

Accountable for the delivery of executive support including 'front of office' functions, including:

• Managing the appointment diary and meeting arrangements for the Senior Executive Service
• Monitoring and triaging the inbox of the Executive and Division
• Keep contact lists up to date
• Printing packs, tracking correspondence and clearance documents
• Responsibility for travel requisitions and acquittals for the office, booking travel and accommodation
• High level liaison with key internal and external stakeholders
• Developing business improvement initiatives to streamline workflow
• Advise, arrange, coordinate and reconcile all aspects of domestic and international travel in-line with policy for Senior Executive Service Officers
• Understand and utilise with internal and external professional knowledge and experience to improve processes and work outcomes
• Demonstrate and apply ASA administration policy and procedures
• Liaise with stakeholders and visitors of all levels, providing a point of contact for assistance and general enquiries
• Mentor and develop APS 4 Executive Assistants (EAs)

About our Team

Our people are capable, committed and diverse. We support an inclusive culture that emphasises respect and collaboration and prioritises safety and security. Our greatest asset is our people.

Executive Assistants play a vital role across the Agency, providing high-level administrative and executive support to senior leaders in a dynamic and fast-paced environment. Depending on business needs, successful candidates may be placed within a range of divisions, supporting the delivery of key Agency priorities and strategic objectives.

Working within ASA provides the opportunity to engage with a broad range of stakeholders, contribute to meaningful and nationally significant work, and be part of a collaborative and professional workforce.

Our Ideal Candidate

We are a dynamic organization seeking employees who are agile, innovative, resilient and energised by high-paced work.

Our ideal candidates will bring the following attributes and skills to the role:

• Possess excellent communication and interpersonal skills including initiative, positive attitude and the ability to work under pressure to achieve results
• Have strong stakeholder engagement skills and a demonstrated ability to work collaboratively with a range of people, including internal and external senior executive levels and their support staff
• Ability to exercise sound judgement, discretion, and integrity including the ability to maintain confidentiality and privacy
• Strong attention to detail and organisational skills, ability to manage competing priorities, while working independently and collaboratively with the executive officer

Application Closing Date: Thursday 01 October, 2026

For further information please review the job information pack, reference ASA/05210/26 on https://defencecareers.nga.net.au/?jati=18A2FF8E-F9AD-6272-056F-ED4BDE1E12D3.