Operating Assistant

Publicroles; Canberra; On-site; AUD 87,000 - 96,000; Part time

Benefits offered by this job

Canberra based

Flexible work arrangement

3-month contract

Job summary

Publicroles in Canberra is seeking an experienced Executive Assistant to provide high-level support to a senior Executive Group Manager and, when needed, the broader executive leadership team.

You will coordinate complex schedules, correspondence, meetings and governance activities to ensure smooth daily operations of the executive office. Familiarity with TRIM/EDRMS and strong stakeholder engagement are highly valued.

Qualifications

• Experience providing high-level executive support to senior leaders.
• Strong diary, meeting and travel management experience.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet tight deadlines.
• Strong stakeholder management skills.
• Discretion and professionalism when handling confidential information.
• Experience with governance documentation.

Responsibilities

• Provide high-level executive and administrative support to senior leadership.
• Manage complex diaries, meetings, travel and briefing requirements.
• Coordinate executive email correspondence and the executive mailbox.
• Arrange domestic travel and related logistics for executives and team.
• Oversee daily executive office administration and IT/stationery requests.
• Monitor correspondence through document management systems and coordinate briefs.
• Track high-volume, time-sensitive correspondence and follow up.
• Support ministerial and governance information requests.
• Handle finance administration including invoicing and reconciliations.
• Support committee, governance and executive activities.
• Build collaborative relationships with internal and external stakeholders.

Skills

Executive support

Diary management

Travel management

Organisational skills

Communication skills

Stakeholder management

Judgement & discretion

Governance documentation

TRIM/EDRMS

Work Health & Safety

Tools

TRIM/EDRMS

Job description

About the Organisation

Our client is a public sector organisation providing important services to the community. The organisation offers a professional, collaborative and high-performing environment where employees work closely with senior leaders and stakeholders to support organisational priorities.

About the Role

We are seeking an experienced Executive Assistant to provide high-level executive and administrative support to a senior Executive Group Manager and, when required, the broader executive leadership group. You will play an integral role in the smooth day-to‑day operation of the executive office, coordinating complex schedules, correspondence, meetings, documentation and governance activities.

Key responsibilities

• Providing high-level executive and administrative support to senior leadership.


• Managing complex diaries, meetings, conferences and associated briefing requirements.


• Managing executive email correspondence and monitoring the executive office mailbox.


• Coordinating domestic travel and associated arrangements for executives and other team members.


• Managing daily executive office administration, including telephone calls, correspondence, meeting papers, stationery and IT equipment requests.


• Monitoring incoming and outgoing correspondence through Objective/TRIM, including coordinating briefs and responses.


• Tracking high-volume, time-sensitive correspondence and ensuring appropriate action and follow-up.


• Supporting the timely coordination of ministerial, executive and organisational requests for information.


• Managing finance administration, including invoice processing and reconciliations.


• Supporting committee, governance and executive activities.


• Building strong and collaborative relationships with internal and external stakeholders.


• Contributing to a professional, responsive and high-performing executive office.

What You Will Bring

• Demonstrated experience providing high-level executive support to senior executives.


• Strong diary, meeting and travel management experience.


• Highly developed organisational and office management skills.


• The ability to manage multiple and competing priorities, exercise initiative and meet tight deadlines.


• Excellent written and verbal communication skills.


• Strong stakeholder management skills with the ability to develop positive working relationships at all levels.


• Sound judgement, professionalism and discretion when handling sensitive or confidential information.


• Demonstrated ability to work collaboratively and contribute positively within a busy team environment.


• Experience managing executive correspondence, briefs and governance documentation.


• Experience with Objective/TRIM or similar electronic document and records management systems will be highly regarded.


• A strong commitment to Work Health and Safety (WHS) and professional public sector values and behaviours.

What's on Offer

• 3-month contract


• $63.00 - $70.00 per hour


• Flexible work arrangement


• Canberra based

Security Requirements

• The successful candidate will be required to complete a pre-employment National Police Check prior to commencement.


• Candidates must be able to satisfy any additional pre-employment compliance requirements associated with the engagement.

EEO Statement

We value diversity and welcome applications from Indigenous Australians, people from diverse cultural and linguistic backgrounds and people living with a disability.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment.