Executive Assistant (APS5)

NIT; Melbourne; Hybrid; AUD 89,000 - 97,000; Full time

Benefits offered by this job

Hybrid flexible working policy

Health promotion allowance

Christmas closedown period with no-ded

Wellbeing initiatives

Job summary

The Australian Institute of Family Studies (AIFS) in Melbourne is seeking an experienced Executive Assistant to provide trusted support to senior leaders, manage diaries, coordinate meetings and travel, and maintain confidential records.

You will work in an agile team, handle governance processes, prepare papers and minutes, liaise with stakeholders, and contribute to continuous improvement of administrative systems.

Qualifications

• Demonstrated experience providing executive and administrative support in a busy office environment, including managing diaries, emails, meetings, travel, records, approvals and follow-up actions with accuracy, discretion and attention to detail.
• Strong organisational and coordination skills, with the ability to manage competing priorities, monitor workflows, meet deadlines and use initiative to support the effective operation of SES Group Heads’ offices.
• Sound judgement and problem-solving skills, including the ability to anticipate routine issues, identify matters requiring escalation and support timely responses to priorities, correspondence, approvals and meeting outcomes.
• Well-developed written communication skills, with the ability to draft, proofread and quality check clear and accurate correspondence, meeting papers, minutes, briefs, reports, agendas and other documents for senior stakeholders.
• Strong verbal communication and stakeholder engagement skills, including the ability to liaise professionally with internal and external stakeholders, respond to enquiries, coordinate information and represent the Group Heads’ offices in a professional and service-focused manner.
• Ability to manage sensitive and confidential information appropriately, including exercising discretion, maintaining accurate records and working in line with relevant legislation, policies, delegations, procedures and APS requirements.
• Knowledge of, or ability to quickly develop knowledge of, Australian Government and APS processes, including ministerial, parliamentary, Senate Estimates, correspondence, governance, procurement and recordkeeping requirements.
• Demonstrated ability to support meetings, committees and executive governance processes, including scheduling, preparing agendas and papers, taking minutes or action notes, tracking decisions and coordinating follow-up actions.
• Ability to support business improvement and consistent executive support practices, including contributing to administrative systems, templates, procedures and ways of working that improve accuracy, responsiveness, information flow and service quality.
• Commitment to the APS and AIFS Values, inclusion and ethical public administration, with the ability to work collaboratively, model professionalism and contribute to a respectful, inclusive and high-performing Executive Support function.
• Manage the Group Heads’ administration requirements efficiently and discreetly including diary, call and email management, and coordination of approval processes using initiative and discretion to prioritise and action under limited guidance.
• Liaise with executive support staff in other agencies and other external stakeholders to actively anticipate, organise, and schedule meetings to support the Institute’s relationships and strategic direction.
• Maintain accurate official records in line with AIFS’ procedures and file structures.
• Arrange travel, accommodation and prepare associated arrangements and documents, including travel requisitions, travel allowance calculations, itineraries and credit card expenditure reconciliations.
• Ensure AIFS’ procurement and governance processes are followed, including corporate credit card reconciliations and payment of accounts for Executive.
• Provide high level administrative support to the Executive and Senior Leadership, including managing stakeholder requirements and expectations, room bookings and other support needed for meetings, including scribing as required.
• Provide a secretariat function for internal committees and external meetings when required.
• Support the coordination of AIFS’ external committees by scheduling submissions and meetings, providing secretariat services and liaising with members.
• Coordinate with other AIFS’ teams and senior executives to prepare for and respond to government processes such as Senate Estimates, Questions on Notice, and Ministerial Submissions.
• Collaborate with other executive support staff to coordinate correspondence and other arrangements across the executive team.
• Develop appropriate systems, procedures and controls to enhance the accuracy, efficiency and presentation of workflow and tasks within the Executive Support team, with an aim for continuous improvement.

Responsibilities

• Provide executive support to the Director, Chief Operating Officer and senior leaders, including diary and email management, meeting coordination and travel arrangements.
• Coordinate competing priorities, monitor workflows, and ensure timely responses to approvals, papers and meeting outcomes.
• Prepare agendas, minutes and briefing papers for committees and governance processes; take minutes or action notes; track decisions and follow-up actions.
• Liaise with internal and external stakeholders to manage information flow and service quality, while maintaining confidentiality.

Skills

Diary management

Travel arrangements

Stakeholder engagement

Written communication

Meeting coordination

Discretion and confidentiality

Governance processes knowledge

Tools

Microsoft Office Suite

Calendar management tools

Job description

Are you a highly organised and proactive individual who thrives in a fast-paced executive environment? The Australian Institute of Family Studies is seeking an experienced Executive Assistant to provide trusted, high-quality support to senior leaders, coordinate competing priorities and help keep critical business and governance processes running smoothly.

The successful candidate will be an excellent team player who can bring your skills and experience to work in an agile, supportive and dynamic team environment. You will need to think logically, be flexible, maintain confidences, and demonstrate a high level of initiative. This is an opportunity to use your judgement, discretion and stakeholder skills in a collaborative, purpose-driven organisation whose work makes a meaningful difference to Australian families.

About us

The Australian Institute of Family Studies (AIFS, or ‘the Institute’) is the Australian Government's key research body in the area of family wellbeing. It is an independent statutory authority established in 1980 under the Family Law Act 1975. It is also home to the Australian Gambling Research Centre (AGRC), established under the Gambling Measure Act 2012 which builds the evidence base on gambling-related harm. The Institute is an agency within the portfolio of the Department of Social Services (DSS).

Our mission is to conduct high-quality, impartial research into the wellbeing of Australian families, to inform government policy and promote evidence-based practice in the family services sector. We conduct research, provide independent advice and communicate findings to government policymakers, service providers, researchers and the community about factors affecting family wellbeing. Through our research, we contribute to developing policy and practice to promote the wellbeing of families in Australia.

Our team

The Executive Support team provide a range of professional executive support services to the Institute’s Executives, including the Director, Chief Operating Officer, Group Heads and other senior staff as required, to facilitate the delivery of business operations and to support the achievement of organisational objectives.

Position Requirements

• Demonstrated experience providing executive and administrative support in a busy office environment, including managing diaries, emails, meetings, travel, records, approvals and follow-up actions with accuracy, discretion and attention to detail.
• Strong organisational and coordination skills, with the ability to manage competing priorities, monitor workflows, meet deadlines and use initiative to support the effective operation of SES Group Heads’ offices.
• Sound judgement and problem-solving skills, including the ability to anticipate routine issues, identify matters requiring escalation and support timely responses to priorities, correspondence, approvals and meeting outcomes.
• Well-developed written communication skills, with the ability to draft, proofread and quality check clear and accurate correspondence, meeting papers, minutes, briefs, reports, agendas and other documents for senior stakeholders.
• Strong verbal communication and stakeholder engagement skills, including the ability to liaise professionally with internal and external stakeholders, respond to enquiries, coordinate information and represent the Group Heads’ offices in a professional and service-focused manner.
• Ability to manage sensitive and confidential information appropriately, including exercising discretion, maintaining accurate records and working in line with relevant legislation, policies, delegations, procedures and APS requirements.
• Knowledge of, or ability to quickly develop knowledge of, Australian Government and APS processes, including ministerial, parliamentary, Senate Estimates, correspondence, governance, procurement and recordkeeping requirements.
• Demonstrated ability to support meetings, committees and executive governance processes, including scheduling, preparing agendas and papers, taking minutes or action notes, tracking decisions and coordinating follow-up actions.
• Ability to support business improvement and consistent executive support practices, including contributing to administrative systems, templates, procedures and ways of working that improve accuracy, responsiveness, information flow and service quality.
• Commitment to the APS and AIFS Values, inclusion and ethical public administration, with the ability to work collaboratively, model professionalism and contribute to a respectful, inclusive and high-performing Executive Support function.
• Manage the Group Heads’ administration requirements efficiently and discreetly including diary, call and email management, and coordination of approval processes using initiative and discretion to prioritise and action under limited guidance.
• Liaise with executive support staff in other agencies and other external stakeholders to actively anticipate, organise, and schedule meetings to support the Institute’s relationships and strategic direction.
• Maintain accurate official records in line with AIFS’ procedures and file structures.
• Arrange travel, accommodation and prepare associated arrangements and documents, including travel requisitions, travel allowance calculations, itineraries and credit card expenditure reconciliations.
• Ensure AIFS’ procurement and governance processes are followed, including corporate credit card reconciliations and payment of accounts for Executive.
• Provide high level administrative support to the Executive and Senior Leadership, including managing stakeholder requirements and expectations, room bookings and other support needed for meetings, including scribing as required.
• Provide a secretariat function for internal committees and external meetings when required.
• Support the coordination of AIFS’ external committees by scheduling submissions and meetings, providing secretariat services and liaising with members.
• Coordinate with other AIFS’ teams and senior executives to prepare for and respond to government processes such as Senate Estimates, Questions on Notice, and Ministerial Submissions.
• Collaborate with other executive support staff to coordinate correspondence and other arrangements across the executive team.
• Develop appropriate systems, procedures and controls to enhance the accuracy, efficiency and presentation of workflow and tasks within the Executive Support team, with an aim for continuous improvement.

Key Capabilities

• Strategic Leadership
• Policy Governance
• Enabling Excellence and Innovation
• Operational Oversight
• Stakeholder Engagement
• Enabling and Supporting Business Development

For a comprehensive overview of the key capabilities, please refer to the Job Description.

Position Eligibility Requirements

To be eligible for engagement, applicants must be Australian citizens unless special approval is provided in exceptional circumstances. For example, applicants with permanent resident status who have applied for Australian citizenship may be considered for engagement.

Conditions of engagement including probation, health and character clearances (including police records check, Working with Children Check and security clearance) may apply to this position.

Terms

The Executive Assistant role may be offered as a full-time, ongoing or non-ongoing position at the APS 5 level. This will be with an annual salary range of between $88,834 to $96,829 depending on the skills and experience of the successful candidate, plus 15.4% superannuation. Our salaries and conditions of employment are set out in our Enterprise Agreement.

The successful candidate will be based at our Melbourne office. Any merit pool created of suitable candidates will only be used to fill vacancies in Melbourne, VIC.

Applications for this position close at 11.30 PM AEDT on 19 November 2026.

AIFS is committed to providing an inclusive and diverse workplace. We encourage applications from Aboriginal and Torres Strait Islander people, people with disability, mature age people, those from culturally and linguistically diverse backgrounds, people who identify as LGBTQIA+, and people with parenting and/or caring responsibilities. Veterans are also encouraged to apply.

We provide a collaborative and family-friendly work environment that supports the wellbeing and professional development of our diverse workforce.

• Benefits include workplace health and wellbeing initiatives and events, a hybrid flexible working policy, a good health promotion allowance and Christmas closedown period with no deduction from leave credits.

The National Indigenous Times acknowledges and pays respect to past and present Traditional Custodians and Elders of this nation. We recognise Aboriginal Community's continuing connection to their lands, waters and stories and acknowledge that sovereignty has never been ceded.