Executive Assistant

APS4 Executive Assistant Duties:

• Acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high level of customer service to all staff and external parties
• Diary management including prioritising the SES Officers time and drawing attention to matters of priority
• Coordinating meetings with internal and external stakeholders and ensuring the SES Officer has all required information for meetings
• Establishing effective working relationships and high standard of customer service
• Engaging with branch staff and fostering a strong team focus
• Liaising with internal staff and external agencies on matters relating to the work area
• Preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines
• Initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
• Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch
• Organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES Officer
• Undertaking less complex research for the SES Officer
• Assisting with coordinating branch administrative tasks (e.g. phone lists, leave register, senate estimates responses, property and accommodation)
• Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
• Adhering to the APS Values and Code of Conduct
• Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 4 level
• Previous experience working in a Public Service Executive Assistant environment will be highly regarded.

APS5 Executive Assistant Duties:

• Acting as the first point of contact for the FAS office, including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high level of customer service to all staff and external parties
• Bringing priority matters to the attention of the FAS for action as appropriate
• Managing the diary and calendar of the FAS
• Coordinating meetings with internal and external stakeholders and ensuring the FAS has all required information for meetings
• Establishing effective working relationships and delivering a high standard of customer service
• Assisting, mentoring and effectively engaging with the Executive Assistants within the Division to foster a strong team focus
• Liaising with internal staff and external agencies on matters relating to the work area
• Assisting with the preparation and/or quality assuring general correspondence and more complex documentation (e.g. submissions, briefs) in accordance with Departmental guidelines
• Initiating and ordering supplies and equipment
• Reconciling and processing accounts for payment on behalf of the Executive
• Developing appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the Division
• Scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the FAS
• Providing secretariat services, including scheduling of meetings, drafting agenda, coordination of papers and updates to action registers, attendance at meetings and minuting meetings and outcomes
• Assisting with coordinating divisional administrative tasks (e.g. phone lists, leave register, senate estimates responses, property and accommodation)
• Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with Departmental policy
• Undertaking research and analysis for the FAS.