Executive Assistant and Executive Officer

The Department of Parliamentary Services; Canberra; On-site; AUD 92,000 - 114,000; Full time

Benefits offered by this job

Free on-site parking

Free gym membership

Childcare (pending availability)

Dining facilities on site

Job summary

The Department of Parliamentary Services (DPS) is seeking a highly capable individual for two roles: Parliamentary Service Level 5 Executive Assistant and Parliamentary Service Level 6 Executive Officer in the Office of the First Assistant Secretary, FPSD. The appointee will support senior leadership with high-level administrative tasks and coordination across the division.

The successful candidate will hold a Baseline security clearance and demonstrate strong organisation, stakeholder

Qualifications

• Experience as an Executive Assistant or similar office management role is desirable.
• The successful applicant will be required to obtain and maintain a Baseline security clearance.
• Experience working as an Executive Officer is desirable.
• The successful applicant will be required to obtain and maintain a Baseline security clearance.

Responsibilities

• Provide high level administrative support directly to the First Assistant Secretary.
• Manage the First Assistant Secretary’s email inbox, calendar, appointments, and briefing requests.
• Draft correspondence and conduct research as needed.
• Coordinate meetings and provide secretariat support including agendas and minutes.
• Provide financial management support through basic procurement, travel, and invoicing.
• Manage office systems using Microsoft Office, PDMS and Content Manager 10.

Job description

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Executive Assistant and Executive Officer

Company: Department of Parliamentary Services

Job Title: Executive Assistant and Executive Officer

Employment Type: Ongoing

Closing Date: 11:30pm AEST, 25 September 2026

The Opportunity

The Department of Parliamentary Services (DPS) is recruiting for a highly capable and driven individual as a Parliamentary Service Level 5 Executive Assistant and as a Parliamentary Service Level 6 Executive Officer in the Office of First Assistant Secretary (FAS), Finance and Property Services Division.

DPS supports Australia’s Parliament through innovative, unified and client-focused services. The Department delivers a broad range of services and experience that enable engagement with the parliamentary process and is a custodian for Australian Parliament House which is a significant destination for citizens and international visitors alike.

The Finance and Property Services Division (FPSD) plays a critical role in supporting the Parliament by providing the financial, procurement and property services that enable Australian Parliament House to operate effectively. The division delivers expert financial and procurement advice, manages budgets and payroll, oversees capital works and maintenance programs, and ensures Parliament House and associated facilities remain safe, functional and fit for purpose. Through its stewardship of assets, infrastructure and resources, FPSD helps ensure DPS can continue to meet the needs of parliamentarians, building occupants and visitors while supporting the long-term sustainability of Parliament House.

As an Executive Assistant you will provide a wide range of high-level administrative services and support to the First Assistant Secretary, Finance and Property Services Division. The role will involve, but not limited to, coordination of meetings and events, monitoring and responding to incoming communications, procurement activities and managing office operations.

We are seeking candidates who are self-starters, have good judgment, can build productive working relationships, enjoy working in a collaborative environment, and have excellent organisational skills.

Experience working in partnership with senior executives and/or working with a diverse range of stakeholders will be highly valued.

The Executive Officer provides high-level executive, administrative and coordination support to the First Assistant Secretary, Finance and Property Services Division. The role works closely with the Executive Assistant and a broad range of internal and external stakeholders to support the effective operation of the Office of the First Assistant Secretary and the delivery of priorities for the division.

Who we are looking for

As anExecutive Assistant.

Our ideal candidate will be:

• strong customer service and interpersonal skills
• excellent coordination skills, including the ability to meet deadlines and manage priorities
• demonstrated ability to establish successful working relationships with a range of stakeholders
• demonstrated ability to maintain confidentiality and exercise discretion
• high level organisational and communication skills.

As an Executive Officer.

Our ideal candidate will be:

• strong customer service and interpersonal skills
• excellent coordination skills, including the ability to meet deadlines and manage priorities
• demonstrated ability to establish successful working relationships with a range of stakeholders
• demonstrated ability to maintain confidentiality and exercise discretion
• high level organisational and communication skills.

Job Specific Requirements:

As anExecutive Assistant:

• Experience as an Executive Assistant or similar office management role is desirable.
• The successful applicant will be required to obtain and maintain a Baseline security clearance.

As an Executive Officer:

• Experience working as an Executive Officer is desireable.
• The successful applicant will be required to obtain and maintain a Baseline security clearance.

At DPS, we are committed to building a diverse and inclusive workplace that ensures all our people can contribute to our shared purpose. We encourage applications from Aboriginal and Torres Strait Islander people, people with disability, people with caring responsibilities, people who identify as LGBTQIA+, people from cultural and linguistically diverse backgrounds, people who identify as neurodivergent, and mature aged people.

Duty Statement

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.

How to apply

Please upload a pitch (750 words maximum) describing how your skills and experience would contribute to the role and work of the department.

Your pitch is an opportunity to tell us why you want to work at DPS, why you are interested in the role and what you can offer in the role. Frame your pitch around the role description and relevant ILS Profile . Make sure to use relevant examples and accomplishments that demonstrate your ability to perform the role.

For additional guidance when crafting you application, please refer to the DPS Recruitment - Candidate Information Pack , which provides helpful tips on how to structure your pitch and highlight your most relevant skills and experience effectively.

Our purpose and values

We proudly provide innovative, unified, and client-focused services to the Australian Parliament and parliamentarians. We are a values driven department, placing our values at the heart of everything we do; from ourservice offerings anddecision making to our interactions with stakeholders and each other.

Our people are employed in a broad and unique range of professional, customer service and trade-based roles, all joined by a shared purpose:to make an enduring contribution to Australia’s parliamentary democracy. We have an inclusive workplace that reflects the diversity of the community we serve. While we come from all walks of life, we share a commitment to care for and protectour iconic workplace.

Every year, almost one million people visit Australian Parliament House to experience the parliamentary process, the building’s architecture, nationally significant art collections, events, tours, and food and dining experiences – all made possible by our people, who are active participants in an environment where no two days are the same.

What we can offer

Join our community based on innovative, unified, and client-focused services, where your skills and development will be nurtured. You will also enjoy:

• flexible working arrangements can be negotiated in accordance with our Enterprise Agreement and the operational needs of the roles
• ongoing opportunities to learn and develop new capabilities
• free on-site parking
• free gym membership and access to recreational facilities available a APH
• childcare (pending availability), banking services, post office, value-for-money dining options and more available at APH.

Currently, the salary range for this position is $92,450- $99,185(PSL5) and$101,168-$113,706 (PSL6)per annum.

Conditions of Employment

Employment opportunities at the department are subject to a range of conditions prescribed in the Parliamentary Service Act 1999 which include:

• Australian citizenship:Section 22 of the Parliamentary Service Act 1999 requires that employees of the Parliamentary Service are generally required to be Australian citizens. However, if you are not an Australian citizen you may be considered for engagement on the condition that you are able to gain Australian Citizenship within a specified time. Failure to obtain citizenship within the timeframe could lead to termination of employment.
• Loss and resumption of Australian citizenship:Under historical provisions of the Australian Citizenship Act 1948 (section 17), some Australian citizens automatically lost their citizenship if they voluntarily acquired the citizenship of another country between 26 January 1949 and 3 April 2002. This loss occurred by operation of law and may not have been known to the individual at the time. Although these provisions were repealed in 2002 to allow dual citizenship, the repeal did not restore citizenship that was previously lost. Individuals who believe they may be affected are recommended to seek advice about resuming their Australian citizenship. Further information, is available on theDepartment of Home Affairs website .
• Applicants who progress to the offer stage with our department who have been affected by the loss of citizenship as outlined above will be required to demonstrate within a reasonable time that they have resumed, or are actively undertaking the process to resume, Australian citizenship.
• Security clearance and character clearance:the preferred applicant will be required to obtain and maintain a security clearance at the level specified, as well as complete and be deemed suitable through a Nationally Coordinated Criminal History Check.
• Health assessment:a pre-employment health assessment will be required where there are physical or medical requirements for the role.
• External Work Approval: Employees must seek approval for any paid employment outside the department and declare voluntary activities that could impact their role.

Department of Parliamentary Services acknowledge the traditional owners and custodians of country throughout Australia and acknowledge their continuing connection to land, waters and community. We pay our respects to the people, the cultures and the elders past, present and emerging.