Executive Assistant, APS4/5

Digital Transformation Agency; Canberra; On-site; AUD 65,000 - 75,000; Full time

Job summary

Digital Transformation Agency is seeking a motivated APS5 Executive Assistant for a 12-month non-ongoing position in Canberra, with the possibility of extension. The role provides high-level executive support and requires strong stakeholder engagement and exceptional communication skills.

The successful candidate will manage diaries, correspondence, and coordination of papers for senior leaders, as well as travel arrangements and secretariat support for branch projects.

Qualifications

• Executive support experience preferred
• Strong organisational and prioritisation skills
• Excellent written and verbal communication

Responsibilities

• Provide high-level executive and administrative support to senior leaders.
• Manage diary and correspondence and coordinate workflows to meet deadlines.
• Prepare papers and coordinate meetings for boards and internal/external meetings.
• Coordinate travel arrangements and support branch projects and events.
• Respond to ministerial and parliamentary requests and assist with secretariat tasks.

Job description

We are seeking a motivated and proactive individual to join the team as an APS5 Executive Assistant on a non-ongoing basis for 12 months with the possibility of extension.

Opportunities also exist for motivated individuals to fill ongoing Executive Assistant vacancies at the APS4 classification level. A merit pool will be established for future positions that may arise in other divisions and branches.

As an Executive Assistant, you will play an important role in ensuring the smooth operation of your work area while also providing high-level executive and administrative support to our senior leaders. Our ideal candidate will be customer focused, enjoy interacting with various stakeholders, have exceptional communication skills, and will be highly proficient in managing multiple tasks and competing priorities.

• Provide timely and professional support to internal and external stakeholders as a first point of contact for the branch and managing these relationships.
• Diary and correspondence management, including organising workflows and tracking tasks to ensure completion based on priority and deadlines.
• Provide high level support to the Senior Executive member/s by undertaking basic research and coordinating and preparing papers for DTA and external board meetings.
• Support the broader work of the branch, as required, including arranging meetings and events, coordinating travel, providing secretariat support, and assisting with supporting the delivery of branch projects.
• Prepare and coordinate a range of routine or moderately complex correspondence to ensure the completeness, quality and timeliness of information for the Senior Executive.
• Oversee the coordination of divisional/branch responses to ministerial and parliamentary requests.
• Work collaboratively with other Executive Assistants, Executive Officers and the broader business areas.
• Continuous improvement of the Senior Executive’s office performance through implementing efficient and practical administration processes and systems.
• Take personal responsibility for accurate completion of work and seek guidance when required. Demonstrate initiative and drive to see that goals are achieved.
• Arrange travel for Executive and branch staff as required.
• Provide other high-level administrative assistance and ad hoc duties as directed.

To be eligible for employment with the DTA applicants must be an Australian citizen.