Senior Executive Assistant & Secretariat (Hybrid)

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

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.