Executive Assistant

AFMA; Canberra; On-site; AUD 84,000 - 90,000; Full time

Job summary

AFMA in Canberra seeks an APS Level 4 Executive Assistant to provide high-level executive and administrative support to a Senior Executive Service member, including managing diaries, emails and correspondence, coordinating papers, briefs and reports, and ensuring smooth executive office operation.

You will coordinate governance, reporting and branch activities, manage meetings (agendas, minutes, actions) and travel, and support financial administration and corporate systems, while liaising with

Qualifications

• 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.

Responsibilities

• Provide high-level executive and administrative support to a member of the Senior Executive Service, including diaries, email, and correspondence management.
• Coordinate governance, reporting and branch activities, including submission of Commission papers and performance reports.
• Manage meetings, agendas, minutes, and actions, and coordinate stakeholder engagement activities.
• Deliver travel, financial and operational support, including bookings, reconciliations, and invoice processing.

Skills

Executive support

Diary management

Governance coordination

Stakeholder engagement

Travel bookings

Job description

APS Level 4 (10007)

Fisheries Operations Branch

Canberra

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.

What you will do

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.

Salary

• APS Level 4 ($84,480 - $90,324)
• Fisheries Operations Branch
• Canberra | Ongoing

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.

Eligibility requirements

• 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.

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.

Applications for this role close at 11:59pm (AEDT), Sunday 22 November 2026