Executive Assistant

Description:

The Executive Assistant will report to the Executive Office of Policy Division and be responsible for providing high level administrative support to the First Assistant Secretary (FAS) of Policy Division. Our ideal candidate would be a highly organized, detail-orientated professional with exceptional communication skills and a proactive approach to problem solving. They will possess a strong ability to manage complex calendars, coordinate meetings and travel, and handle sensitive information with discretion. With a minimum of 3-5 years of experience supporting senior executives, they demonstrate a high degree of professionalism, thrive under pressure, exhibit excellent judgement and maintain a positive and service-oriented demeanor.
The key duties of the position include

• 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
• Drafting and responding to less complex correspondence on behalf of the FAS
• Reconciling, coding and submitting monthly purchase card on behalf of the FAS
• Demonstrating capability in line with the APS Integrated Leadership System (ILS) and Work Level Standards at the APS 5 level
• Adhering to the APS Values and Code of Conduct
• Previous experience working in a Public Service environment will be highly regarded