The Opportunity:
Are you an enthusiastic and highly organised individual with great people skills? Why not consider applying for an Executive Assistant (EA) role! We are seeking applications to fill a range of Executive Assistant positions at both the APS4 and APS5 classifications.
As an Executive Assistant you will play an important role to ensure the smooth operational and day to day running of the work area whilst also providing high-level executive and administrative support to our NIAA senior leaders. This includes diary management, coordination of meetings and management of incoming communication.
To support you in the role, we offer a tailored NIAA Executive Assistant induction as well as guidance and mentorship from experienced Executive Assistants to help you learn and grow. Within the role, you work closely with and actively participate with our Executive Assistant and Executive Officer networks to build on your strengths and contribute to a supportive culture for learning and development opportunities. Executive Assistants actively uphold and promote NIAA’s Values and Behaviours as well as the APS Code of Conduct and Values throughout the organisation.
This recruitment process will be used to fill a number of immediate vacancies and to establish a merit pool that can be accessed for a period of 18 months from the date of advertisement.
APS4 Executive Assistants
As an APS4 Executive Assistant you will support up to two Branch Managers (SES Band 1) and coordinate the fast-paced, high volume administrative functions and operations of the Branches. As the first point of contact for the Branch Managers, your duties will generally include:
- providing client services to internal and external stakeholders including assisting with enquiries, correspondence and operational issues
- proactive diary and email management, control and coordination of correspondence and other documentation (both electronic and paper based)
- coordinating meetings including drafting agendas, collation of papers, venue and catering
- coordinating travel arrangements including flights and accommodation
- assisting with personnel onboarding and offboarding
- assisting with finance activities, including procurement, credit card reconciliation and compliance reporting
- managing filing and records management functions ensuring records are accurate and complete.
APS5 Executive Assistants
As an APS5 Executive Assistant you will support a Group Manager (SES Band 2) and coordinate the administrative functions and operations of their Group. You will act as the first point of contact for the Group Manager and will work closely with the Executive Officer and other Executive Assistants. In addition to the above, your duties will generally include:
- providing high level administrative support to Senior Executives
- coordinating papers, briefs and responses ensuring that deadlines are met
- drafting correspondence which may involve conducting research and input from other areas
- assisting with preparation of reports, using a range of data sources and statistics
- responding to stakeholders requests such as, information or advice on policy, administrative or operational matters
- effectively engage with and support other Executive Assistants to foster a ‘one team focus’.
Our Ideal Candidate:
Our ideal candidates are self-starters, who demonstrate good judgement, are organised, and results oriented. As the ‘first point of contact for the office’, you will use your customer service skills to interact positively and professionally with a range of internal and external stakeholders. Administrative and/or Executive Assistant experience is preferable, yet not compulsory, as long as you are willing to learn.
You will bring a flexible and proactive attitude to the workplace and demonstrate the capacity to liaise effectively and work professionally with a diverse range of people. Your attention to detail and ability to adapt to competing priorities will see you succeed in a fast paced, dynamic working environment.
In addition, our ideal candidates will have, or the ability to learn and develop, the following skills and experience:
- ability to work with limited supervision
- high level organisational skills and excellent time management
- ability to multi-task and work under pressure to meet deadlines
- professional written and verbal communication skills
- proven ability to negotiate and achieve outcomes while demonstrating agility
- actively engage, anticipate and prepare for stakeholder needs
- display high levels of professionalism, discretion, integrity and confidentiality
- be self-aware, culturally competent and foster respect and inclusion in the workplace
- understand and actively demonstrate the APS Code of Conduct and Values.