Executive Assistant (APS 4)

Royal Australian Mint; Canberra; On-site; AUD 80,000 - 86,000; Full time

Job summary

The Royal Australian Mint is seeking an Executive Assistant to provide high‑quality executive and administrative support to the General Manager – Operations and Chief Operating Officer in Canberra. The role delivers secretariat services for meetings, calendars, travel, expenses and basic procurement within ERP processes.

You will manage briefs, prepare notes and minutes, coordinate meetings, and support audits and continuous improvement efforts across the Mint.

Qualifications

• Baseline security clearance required.
• Experience providing executive support and secretariat services.
• Ability to manage calendars, travel and expenses.
• Proven ability to handle procurement and invoicing tasks.

Responsibilities

• Provide diary and meeting management for the General Manager – Operations and Chief Operating Officer.
• Coordinate travel arrangements, budgets, expenses and simple procurement tasks.
• Build relationships with internal and external stakeholders and provide admin support.
• Manage routine inquiries and coordinate executive workloads and minutes.
• Prepare meeting agendas, briefings and records in line with agency procedures.
• Support recruitment coordination, onboarding and office administrative tasks.

Skills

Diary management

Meeting coordination

Stakeholder management

Travel arrangements

Procurement support

Tools

ERP system

Job description

Ongoing
$80,495 - $86,246 (APS 4) + 15.4% superannuation
Full-time

About the Mint

The Royal Australian Mint isa small government agency working within the CommonwealthGovernment Portfolio of the Treasury. The Mint is a non-corporateCommonwealth Entity and is listed under the Public GovernancePerformance and Accountability Act 2013 (Cth) (PGPA Act). TheMint is also covered by the Public Service Act 1999 (Cth)(PS Act).

The Royal Australian Mint makes coins and other minted productsto serve the needs of the Australian economy, foreign countries,investors and collectors. We are stewards of a thriving nationalinstitution that showcases our Nations stories through the NationalCoin Collection, and a world class museum and galleryexperience.

The Royal Australian Mint creates public value through a rangeof coining and minting-related activities. We play a key role insharing the stories of Australia by recognising significantanniversaries, events, organisations and cultural perspectivesthrough coins.

The Mint offers some of the most unique career opportunitieswithin the public service, including roles such as:

• Coin making – polishing, laser frosting, 3Dengraving, Physical Vapour Deposition hard coating, chrome plating,dies inspection and collars manufacture.
• Machinery – operate and maintain minting criticalmachines.
• Coin Sculpting – design coins, medals, medallions,and token, etc.
• Graphic Design – design coin packaging materials,exhibition graphics, etc.
• Engineering – technical support and manufacturingoperations.

About the Role

The Executive Assistant provides high-quality executive andadministrative support to the General Manager- Operations and ChiefOperating Officer to ensure smooth day to day operations. The roledelivers secretariat services for meetings and working groups,including preparing and distributing agendas and papers,coordinating meeting logistics and taking and distributingminutes.

The role manages the calendars, travel and expenses, triagesroutine correspondence and prepares routine briefing notes andmemos. The Executive Assistant will provide transactional financialand procurement support such as raising purchase orders, processinginvoices in the ERP system and coordinating quotations in line withinternal procedures.

The Executive Assistant maintains records and databases(including the Mint’s recordkeeping system, ERP and MRP), liaiseswith internal and external stakeholders to coordinate meetings andinformation flows. The position also supports small operational orcontinuous improvement tasks by collating data, preparing simplereports and tracking progress, and assists with administrativeelements of audits and compliance activities as required.

This role requires discretion, strong communication andorganisational skills, attention to detail and the ability to workcollaboratively in a busy operational environment.

The Duties

The duties of this positioninclude:

• Providing diary and meeting management support to theGeneral Manager – Operations and Chief Operating Officer,including coordinating appointments, stakeholder engagements,venue bookings and associated logistics and resources.
• Coordinating travel arrangements and itineraries, assistingwith budget management, credit card acquittals, and handlingless complex procurement and financial management tasks.
• Building and maintaining effective working relationshipswith internal and external stakeholders, providing professionaland responsive administrative support.
• Managing routine and moderately complex enquiries,responding to requests and supporting the coordination ofexecutive workloads.
• Preparing and coordinating meeting agendas, briefingmaterials, correspondence and administrative documentation andrecording meeting minutes, outcomes and decisions in line withagency policies and procedures.
• Working collaboratively with employees across the Mint tosupport business outcomes and contribute to the continuousimprovement of administrative processes.
• Monitoring and tracking incoming documents to ensurecorrespondence is triaged and actioned appropriately.
• Supporting teams across the Mint with administrative tasks,such as recruitment coordination and onboarding, orderingstationery, printing, and escorting visitors.

Security

This position requires a Baseline security clearance. Thesuccessful applicant will be required to obtainand maintain aclerarance at this level.

Should you have any questions regarding the role, please contact Melissa Cayzer on (02) 6202 6***.

Information on applying for a job in the Australian PublicService is available at the Employment page of our website.