Executive Support Officer

Office of the Inspector-General of Intelligence and Security; South Canberra; Hybrid; AUD 90,000 - 120,000; Full time

Job summary

Office of the Inspector-General of Intelligence and Security is seeking a capable Executive Support Officer (APS6) to provide high-level executive and administrative support to senior leaders in a sensitive environment. The role requires managing complex calendars, coordinating briefs and reporting, and building relationships with internal and external stakeholders.

You will work with the Assistant Inspector-General, Legal and Assurance, and other senior leaders, with flexibility for hybrid

Qualifications

• Experience providing high-level executive support in a fast-paced environment.
• Strong organisational skills and ability to coordinate multiple tasks and priorities.
• Excellent written communication and briefing skills.
• Ability to handle sensitive and classified information with discretion and professionalism.
• Experience with APS governance, policies and administrative frameworks is desirable.

Responsibilities

• Provide high-level executive and administrative support to senior executives.
• Manage calendars, correspondence, inboxes and workflows.
• Coordinate governance and reporting activities and ensure policy compliance.
• Prepare briefs, submissions and papers for decision-making.
• Liaise with internal and external stakeholders to facilitate information flow.
• Anticipate executive requirements and improve processes and workflows.
• Exercise discretion when handling sensitive information and manage confidential material.

Skills

Executive support

Organisational skills

Stakeholder management

Analytical thinking

Written communication

Microsoft 365

Independent work

Governance

Tools

Microsoft 365

Job description

Who are we? The Office of the Inspector-General of Intelligence and Security (IGIS) is central to the independent oversight of the Australian intelligence and security agencies. The Inspector-General is an independent statutory office holder with oversight of the activities of Australia’s intelligence and security agencies to ensure they act legally and with propriety, comply with ministerial guidelines and directives, and respect human rights. The work of the Inspector-General and his staff provides assurance to ministers, the parliament and the public that these agencies are using their powers as intended. The Inspector-General of Intelligence and Security Act 1986 provides that the IGIS has jurisdiction over the following agencies that make up the national intelligence community:

• Office of National Intelligence (ONI)
• Australian Security Intelligence Organisation (ASIO)
• Australian Secret Intelligence Service (ASIS)
• Australian Signals Directorate (ASD)
• Australian Geospatial-Intelligence Organisation (AGO)
• Defence Intelligence Organisation (DIO)
• Australian Criminal Intelligence Commission (ACIC)
• Australian Federal Police (intelligence functions only)
• AUSTRAC (intelligence functions only)
• Department of Home Affairs (intelligence functions only)

This is a pivotal time for our agency, as our jurisdiction has recently grown and we are looking to expand our capacity to meet this new environment. There are significant opportunities to demonstrate and develop professional skills and leadership within the legal function of the agency. We are a small portfolio agency, proud of our contribution to the national interest. We recognise that our people are our greatest asset – we recruit and retain highly capable, motivated professionals with high levels of integrity and personal drive; and we invest in, and value, their development. Further, we offer a rewarding, positive, and inclusive environment, empowering staff to work flexibly in their contribution to the achievement of agency goals.

The Opportunity

The Office of the Inspector-General of Intelligence and Security (IGIS) is seeking a highly capable and proactive Executive Support Officer (APS6) to provide high-level executive and administrative support to senior leaders across the organisation. Supporting the Assistant Inspector-General, Legal and Assurance, the Assistant Inspector-General, Agency Oversight, and the Executive Director, Enterprise Management Unit, this role operates in a complex and sensitive environment and makes a significant contribution to the effective functioning of the office. Working with a high degree of independence, the Executive Support Officer exercises judgement, manages competing priorities, coordinates workflows, and provides strategic administrative support to senior executives. The role requires the ability to anticipate issues, manage risks, develop solutions, and build productive working relationships across the organisation. Please note, this position is Canberra-based with opportunity to negotiate flexible working arrangements, including hybrid working arrangements; however, the majority of the work will need to be conducted at the Canberra office.

Key responsibilities of Executive Support Officer include:

• Providing high-level executive and administrative support to senior executives, ensuring the effective management of priorities, commitments and competing demands.
• Managing complex calendars, correspondence, inboxes and workflow activities, exercising judgement to prioritise work and escalating matters appropriately.
• Coordinating and monitoring business area taskings, deliverables and deadlines, including the development and maintenance of tracking and reporting mechanisms.
• Preparing, reviewing and coordinating high-quality briefs, correspondence, submissions, meeting papers and other executive documentation.
• Analysing information and identifying issues, risks and interdependencies that may impact business outcomes, and providing recommendations to support decision‑making.
• Coordinating governance and reporting activities, ensuring compliance with organisational policies, procedures and timeframes.
• Acting as a central point of coordination between executives and internal and external stakeholders, facilitating the timely flow of information.
• Building and maintaining productive working relationships with stakeholders across the organisation and with internal and external stakeholders.
• Anticipating executive requirements and proactively identifying opportunities to improve processes, workflow management and business practices.
• Exercising discretion and sound judgement when managing sensitive or classified information.
• Taking responsibility for the delivery of work outcomes, resolving complex issues independently and contributing to the achievement of organisational objectives.

To be successful in this role you will have:

• A positive attitude, energy and commitment to the objectives of the OIGIS.
• A desire to work in a productive, values-driven organisation and to achieve results.
• A collaborative and respectful approach to all aspects of your work.
• Strong attention to detail and a commitment to delivering high-quality outcomes.
• Demonstrated resilience, adaptability and professionalism in a dynamic operating environment.

Essential skills

• Demonstrated ability to provide high-level executive support in a complex and fast-paced environment.
• Strong organisational skills and the ability to coordinate multiple tasks and competing priorities while meeting deadlines.
• Analysis, problem-solving and decision-making.
• Demonstrated ability to identify issues, assess risks, solve problems and implement practical solutions.
• Strong stakeholder engagement skills and the ability to establish and maintain productive working relationships with people at all levels.
• Experience coordinating business processes, governance activities and executive taskings.
• Excellent communication skills, including the ability to prepare clear, accurate and professional written documentation.
• Proven ability to exercise judgement and initiative, and work independently under limited direction.
• Demonstrated proficiency in Microsoft 365 and office management systems.
• Experience handling sensitive and classified information with direction and professionalism.

Desirable skills

• Experience supporting SES (Senior Executive Service), Senior Executives or equivalent leaders.
• Experience working within the Australian Public Service.
• Sound knowledge of Australian Public Service (APS) governance, policies, procedures and administrative frameworks, or the ability to quickly acquire such knowledge.
• Experience working in a national security, intelligence, oversight, integrity or regulatory environments.
• Understanding of relevant legislative, regulatory or policy frameworks.
• Experience improving administrative processes, systems or operating practices.