Executive Support Officer

Office of the Inspector-General; South Canberra; Hybrid; AUD 90,000 - 115,000; Full time

Benefits offered by this job

Hybrid working arrangements

Relocation assistance

Job summary

The Office of the Inspector-General of Intelligence and Security (IGIS) is seeking a highly capable Executive Support Officer (APS6) to provide high-level executive support to senior leaders in a complex, sensitive environment. Canberra-based with hybrid working options.

Responsibilities include managing calendars, briefs, governance and reporting, coordinating stakeholders, and delivering high-quality documentation while handling sensitive information with discretion.

Qualifications

• 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.
• Excellent communication and written documentation skills.

Responsibilities

• Provide high-level executive and administrative support to senior executives, managing priorities and competing demands.
• Manage complex calendars, correspondence, inboxes and workflows with prudent prioritisation.
• Coordinate governance, reporting and deliverables, including tracking mechanisms.

Skills

Executive support

Organisational skills

Stakeholder engagement

Problem-solving

Communication skills

Independent work

Microsoft 365

Office management systems

Tools

Microsoft 365

Office management systems

Job description

Office of the Inspector-General – Barton ACT

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 Criminal Intelligence Commission (ACIC)
• Australian Geospatial-Intelligence Organisation (AGO)
• Defence Intelligence Organisation (DIO)
• 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 key duties of the position include:

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 elevate 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.

Eligibility

Security, suitability and integrity requirements

• Citizenship - you must be an Australian citizen
• Employment Suitability Assessment (ESA)– appointment to our Office depends on the outcome of an ESA
• Security Clearance – appointment and ongoing employment at the Office are subject to a Positive Vetting/Privileged Access clearance being granted and maintained. You must be willing to undergo a security clearance vetting process at the Top-Secret Positive Vetting/Privileged Access clearance level and must be willing to fully cooperate in the assessment process, including the timely provision of information and documentary evidence. Security vetting may take many months to complete and requires candidates to provide significant personal information to the vetting authority.

Positions at IGIS are positions of trust. In addition to the above, all IGIS staff are required to make annual conflict of interest declarations to support the independence and integrity of the Office.

The successful candidate must be located in Canberra or willing to relocate. The IGIS offers relocation assistance to new employees relocating to Canberra from interstate.

Getting to know the Office of the Inspector-General of Intelligence and Security

The Inspector-General of Intelligence and Security is an independent statutory office holder who reviews the activities of six intelligence agencies within IGIS jurisdiction:

• Australian Security Intelligence Organisation
• ASIO
• Australian Secret Intelligence Service
• ASIS
• Australian Signals Directorate
• ASD
• Australian Geospatial-Intelligence Organisation – AGO
• Defence Intelligence Organisation
• DIO
• Office of National Intelligence
• ONI

The purpose of this review is to ensure that these agencies act legally and with propriety, comply with ministerial guidelines and directives and respect human rights. The functions of the Inspector-General are prescribed under sections 8, 9 and 9A of the Inspector-General of Intelligence and Security Act 1986 (Comlaw). The Inspector-General can undertake a formal inquiry into the activities of an agency in response to a complaint or a reference from a minister.

The Inspector-General can also act independently to initiate inquiries and conducts regular inspections and monitoring of agency activities. In conducting an inquiry, the Inspector-General has significant powers which include requiring the attendance of witnesses, taking sworn evidence, copying and retention of documents and entry into the premises of an agency within jurisdiction. The Inspector-General can also conduct preliminary inquiries into matters in order to decide whether to initiate a full inquiry.