Executive Assistant

Geoscience Australia; Canberra; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Free onsite parking

Generous flexible working arrangements

Job summary

Geoscience Australia is seeking an APS4 Executive Assistant to support Branch Heads in the Minerals, Energy and Groundwater division. You will manage high‑level administrative tasks, coordinate communications and ensure efficient office operations across multiple priorities.

You will provide professional support, maintain relationships with stakeholders, and assist with onboarding and recruitment processes as needed.

Qualifications

• Experience using electronic document management systems and the Microsoft Office suite (Outlook, Word, Excel, PowerPoint, SharePoint).
• Excellent written and oral communication skills.
• Excellent organisation skills and ability to work in a busy office environment.

Responsibilities

• Provide high‑level administrative support to Branch Heads and Senior Executive Team.
• Manage flow of correspondence, diaries and scheduling for Branch Heads.
• Coordinate travel, events, receipts and catering as required.

Skills

Executive support

Organisational skills

Communication skills

Time management

Tools

Microsoft Office

Job description

Geoscience Australia values the lands, water and sky as we work to deepen a shared understanding of Country and Earth. We respect First Nations peoples and their enduring connection, contribution and obligations to Country. Reflecting on our shared history, we are committed to listen and learn.

About us

Geoscience Australia is Australia's pre-eminent public sector geoscience organisation. We are the nation's trusted advisor on the geology and geography of Australia. We apply science and technology to describe and understand the Earth for the benefit of Australia. We apply our diverse professional expertise, our deep and trusted knowledge, our national-scale Earth observation infrastructure and our strong partnerships, to the opportunities and challenges that face our nation.

Our culture

Our strength lies in our people, including our diversity in backgrounds, skills and experiences, and the way we work together to respond to the emerging needs of our work. We value diversity in gender, backgrounds, culture, and experiences of our employees and are committed to providing an inclusive workplace culture that ensures everyone has equal opportunity to contribute, participate and progress. Applications from people who reflect this diversity are encouraged.

Our workplace is committed to the health, safety and wellbeing of our employees and offers a variety of flexible working arrangements to enhance flexibility, including remote working arrangements.

What we can offer you

• competitive salary
• free onsite parking
• generous flexible working arrangements

Our team

The Executive Assistant to the Branch Heads within the Minerals, Energy and Groundwater division plays a key role in maintaining a well‑organised, friendly and open office. In this role, you will assist in helping to conduct business in a timely, efficient, personable and professional manner. You will ensure that communication (written, electronic and verbal) to and from the Branch Head’s office is progressed and followed through to completion. Sound judgement will be required to ensure the time of the Branch Heads is managed to best meet the diverse needs and interests of the Division.

The Executive Assistant will be responsible for building and maintaining effective internal and external relationships with divisional staff and other stakeholders.

This role is a position of trust requiring a high standard of professionalism and integrity. This role requires enthusiasm, flexibility and excellent organisation to effectively manage multiple competing priorities and deadlines in a fast‑paced environment.

The role

The APS4 Executive Assistant is accountable under limited direction to perform and achieve moderately complex high‑level administrative support work. They will be accountable for organising their workflow, making decisions within their defined parameters relating to area of responsibility and will seek guidance when required and must clearly understand the goals, values and needs of both the programs and the Senior Executive Team.

They will provide high‑level administrative support to the Branch Heads and Senior Executive Team that is informed and directed by their knowledge of the administration function. They may be required to undertake some research, analysis and secretariat activities.

The APS4 Executive Assistant will be required to share information, monitor work practices, set work priorities, follow, and develop local procedures and contribute and support the Divisional administrative support team and procedures.

The APS4 Executive Assistant may be required to communicate with, respond and provide advice to a range of stakeholders on moderately complex operational and administrative issues to achieve Branch and Geoscience Australia outcomes. They will be accountable to contribute towards ongoing self‑improvement and professional development.

In this role you will:

• Work with the Branch Heads to manage the flow of correspondence (both electronic and hard‑copy) in and out of their office
• Work with the Branch Heads to manage their diaries and ensure that conflicting requirements are resolved quickly and respectfully
• Provide administration support for the Branch Heads including reconciling receipts, organising events, venue hire and catering arrangements as required
• Arrange domestic and international travel for the Branch Heads and other employees as required
• Maintain internal phone lists, contact lists and organisational charts
• Coordinate Question Time Brief’s, Questions On Notice, Senate Estimates briefs and other documentation for the Branches
• Undertake quality assurance and proofreading activities
• Provide assistance as required for the on boarding of new starters
• Provide assistance as required for recruitment processes, including arranging travel and/or booking interviews for candidates

To be successful in the role you will:

• Provide exceptional organisational and communication skills
• Respond in a positive and flexible manner to change and uncertainty and remain calm under pressure
• Manage competing work priorities and respond in a positive and flexible manner to change and uncertainty and remain calm under pressure
• Provide highly effective, timely and efficient executive support to the relevant Branches
• Provide support to the Senior Executive Team and Divisional support team as required

Required skills, knowledge, experience and/or qualifications

• Experience using electronic document management systems and most of the Microsoft Office suite of tools (Outlook, Word, Excel, PowerPoint, SharePoint etc)
• Excellent communication skills, both written and oral
• Excellent organisation skills and demonstrated experience working in a busy office environment

Are you unsure about applying?

Did you know that a Hewlett Packard internal report found that men apply for jobs when they meet an average of 60 per cent of the job requirements? Women and other people from diverse backgrounds tend to only apply when they check every box. If you think you have what it takes, but don’t necessarily meet every single point on what we are looking for, please still apply or get in touch with the contact officer to learn more about the role.