Executive Assistant

Department of Defence; Canberra; On-site; AUD 80,000 - 100,000; Full time

Job summary

The Department of Defence is seeking an experienced executive assistant to provide high-level support to Defence Senior Leaders at the SES Band 2 and Australian Defence Force 2 Star level. The role is Canberra-based, requiring the ability to manage complex calendars, prepare briefing materials, coordinate meetings and travel, and handle office systems and records with discretion.

You will support the SLG and other EAs within the division, and may assist SES Band 3 or 3-Star officers as needed.

Qualifications

• Experience providing high-level executive support to senior leaders.
• Ability to manage complex calendars and scheduling.
• Proven written and verbal communication skills.

Responsibilities

• Managing complex calendars and scheduling requirements.
• Preparing correspondence and briefing materials.
• Coordinating meetings and events.
• Arranging domestic and international travel.
• Preparing and coordinating briefing packs.
• Managing office systems, records and financial administration.
• Providing administrative and operational support to Division and Branch personnel.

Skills

Calendar management

Stakeholder engagement

Written & verbal communication

Discretion and integrity

Organisational skills

Tools

Microsoft Office

Records management systems

Financial management systems

Job description

Opportunities exist for highly motivated and experienced individuals to provide executive support to Defence Senior Leaders at the Senior Executive Service (SES) Band 2 and Australian Defence Force (ADF) 2 Star level across the Department of Defence. The Senior Leadership Group (SLG) comprises both SES and ADF officers.

Working with limited supervision, you will manage the office of a SLG member and provide high-level executive support in a fast paced and dynamic environment.

Key responsibilities

• Managing complex calendars and scheduling requirements.
• Preparing correspondence and briefing materials.
• Coordinating meetings and events.
• Arranging domestic and international travel.
• Preparing and coordinating briefing packs.
• Managing office systems, records and financial administration.
• Providing administrative and operational support to Division and Branch personnel.

As an APS 5 Executive Assistant (EA) you will also provide guidance and support to other EAs within your Division. From time to time, you may be required to assist the senior EAs supporting a SES Band 3 or equivalent 3-Star ADF officer.

Please note:

As an employee of the Department of Defence, you must be able to obtain and maintain an Australian Government security clearance. Executive Assistant vacancies across Defence may require a Baseline, Negative Vetting 1 (NV1), Negative Vetting 2 (NV2), or a Positive Vetting (PV) clearance. The clearance required will depend on the position being filled.

Any merit pool established through this recruitment process will be used exclusively to fill EA positions within the Department of Defence.

Our Ideal Candidate

The Executive Assistant plays a critical role in supporting Defence Senior Leaders and fostering a strong civilian-military partnership aligned with Defence’s strategic objectives. This is a position of trust requiring the highest levels of professionalism, discretion, sound judgement and integrity. As the APS 5 EA, you will work closely with members of the SLG, providing high quality executive support in a dynamic and fast paced environment.

To be successful, you will be an experienced and capable professional with exceptional communication and stakeholder engagement skills, able to remain composed and effective under pressure. You will be highly organised, demonstrate initiative and sound judgement, manage competing priorities effectively, and work both independently and collaboratively. You will proactively anticipate the needs of your senior leader, demonstrate flexibility and resilience, and consistently deliver high quality outcomes.

Strong time management skills, attention to detail, and the ability to build and maintain productive working relationships are essential. You will be self-aware, adaptable and committed to fostering an inclusive workplace culture, treating others with respect and valuing diverse perspectives. Proficiency in Microsoft Office applications is required, together with experience using records management and financial management systems.

Security Clearance

Applicants must be able to obtain and maintain a security clearance at "Negative Vetting Level 1".

Getting to know the Department of Defence

The Department of Defence employs around 18,000 Australian Public Service (APS) employees. Defence APS employees work in a wide variety of critical roles, Australia wide, enabling our three services Navy, Army and Air Force, to do their job. Defence has a range of Australian Public Service (APS) career opportunities that offer interesting, challenging, and unique work. Our workforce includes administrative support, accountants, intelligence analysts, engineers, policy advisors, graphic designers, lawyers, social workers, IT specialists and contract managers to name a few. We offer a rewarding career that includes professional development, work-life balance, recognition, a flexible and supportive work environment and a diverse workforce. To find out more about a career with Defence please visit https://www.defence.gov.au/jobs-careers