Executive Assistant and Executive Officer

Department of Parliamentary Services; Canberra; On-site; AUD 90,000 - 115,000; Full time

Job summary

The Department of Parliamentary Services in Canberra invites applications for an Executive Assistant and Executive Officer role. You will provide high level administrative support to the First Assistant Secretary, manage email inbox, calendar and briefing requests, and coordinate meetings with minute-taking and papers.

You will also handle financial management tasks such as credit card reconciliation, travel arrangements, invoicing, and simple procurement, and maintain office systems using

Responsibilities

• Provide high level administrative support directly to the First Assistant Secretary.
• Manage the First Assistant Secretary’s email inbox, calendar, appointments, and associated briefing requests. This includes tracking tasks to ensure they are completed according to priority and deadlines.
• Draft correspondence which may involve conducting research and input from other areas.
• Coordinate meetings and provide secretariat support as required. This includes drafting agendas, taking minutes, preparing meeting papers, and keeping accurate meeting records.
• Provide financial management support through credit card reconciliation, travel arrangements, stationary orders, processing invoices, and other simple procurement activities as required.
• Manage office systems and records using Microsoft Office, PDMS and Content Manager 10.
• Liaise with key internal and external stakeholders to build strong relationships across the department and other branches.

Job description

Executive Assistant and Executive Officer

Department of Parliamentary Services – Canberra ACT

12d ago , from Parliament of Australia Department of Parliamentary Services

Classification: Parliamentary Service Level 5

Division: Finance and Property Services Division

Immediate supervisor: First Assistant Secretary (FAS), Finance and Property Services Division.

Duty Statement

Under limited/general direction undertake duties in accordance with the agreed standards for the Parliamentary Service Level 5 classification. The duties will include, but are not limited to, the following:

• Provide high level administrative support directly to the First Assistant Secretary.
• Manage the First Assistant Secretary’s email inbox, calendar, appointments, and associated briefing requests. This includes tracking tasks to ensure they are completed according to priority and deadlines.
• Draft correspondence which may involve conducting research and input from other areas.
• Coordinate meetings and provide secretariat support as required. This includes drafting agendas, taking minutes, preparing meeting papers, and keeping accurate meeting records.
• Provide financial management support through credit card reconciliation, travel arrangements, stationary orders, processing invoices, and other simple procurement activities as required.
• Manage office systems and records using Microsoft Office, PDMS and Content Manager 10.

• 7. Liaise with key internal and external stakeholders to build strong relationships across the department and other branches.

Classification: Parliamentary Service Level 6

Division: Finance and Property Services Division

Immediate supervisor: First Assistant Secretary (FAS), Finance and Property Services Division.

This role requires sound judgement, discretion and the ability to manage competing priorities in a fast-paced environment.

To succeed in this role, you will demonstrate:

• Strong organisational skills and the ability to manage competing priorities, meet tight deadlines and maintain attention to detail.
• The ability to coordinate multiple tasks and monitor workflow in a dynamic executive environment.
• A proactive and adaptable approach, with the ability to anticipate issues and respond to changing priorities.
• Excellent interpersonal skills and the abilty to establish trusted relationships with a broad range of stakeholders.
• The ability to work collaboratively amd contribute to a high- performing executive team.
• Strong written and verbal communication skills, including the abilty to prepare clear, accurate and professional documentation.

• 7. The ability to communicate effectively with stakeholders at all levels.
• 8. Strong attention to detail and commitment to quality assurance.
• 9. Discretion and professionalism when handling confidential and sensitive information.
• 10. Contribution to a respectful, inclusive and culturally safe workplace.
• 11. Flexibility, resilience and a willingness to support team priorities.

Employees of DPS are required to be able, and to be seen to be able, to provide professional advice and services to all Senators and Members without favour or prejudice.