Description:
Executive Assistant - Federal Government- $50 - $60ph + super (potentially negotiable)
- Immediate start pending checks
- 12 month contract
- Surry Hills location/hybrid
- Baseline clearance required
We are seeking an Experienced Executive Assistant to provide high level executive and administrative support to Assistant Secretaries. This includes communicating with a wide range of people, managing appointments, coordinating meetings, and responding to incoming communications.
The successful candidate will liaise with important stakeholders including the departmental Executive and stakeholder groups. They will work as a member of an administration team (comprising the Executive Officer, Senior Divisional Coordinator, Divisional Coordinator, First Assistant Secretary’s EA and other branch EAs), supporting the relevant Assistant Secretary, along with providing a vital role in ensuring the smooth operation of their branch, and division.
We are looking for someone who is a self-starter, have good judgement, are organised and focussed on results. Someone who is client-focused with excellent interpersonal and communication skills is a must as in this role you will be liaising and working professionally with a diverse range of people. The successful candidate will also demonstrate exceptional attention to detail with the ability to adapt to competing priorities and stay focused in a fast-paced environment.
The work of the EA generally includes:
- Communicating in writing and verbally with a wide range of people
- Diary and calendar management
- Managing inquiries to the Assistant Secretary’s office, telephone calls, in person visits etc
- Distributing correspondence, emails and documents in a timely manner
- Monitor branch and other EA telephones and provide backup as required
- Monitoring emails and ensuring follow up on action items when items are due
- Credit card reconciliation
- Arranging and acquitting travel as required
- Undertaking research and preparation of correspondence as requested
- Arranging meetings including venue, catering as required and the collation of papers
- Maintaining the Assistant Secretary’s office and surrounding area to a professional standard
- Anticipating requirements for meetings attended by the Assistant Secretary, and initiate the timely preparation of briefing material before the meetings.
- Ensuring hardcopy and electronic documents are filed in accordance with approved records management processes and security requirements.
- Working with relevant staff to provide responses to corporate documents and requests.
- Maintaining and updating telephone and email contact lists.
- Working with branch staff to ensure correspondence is managed appropriately ensuring all deadlines are met.
- Providing support to other areas of the Branch as requested.
Skills and experience:
- Baseline Clearance
- Previous experience in an EA role or Senior Administrative position
- Proactive and energetic, and have the ability to always work as part of a team
- Able to scan priorities, identify critical tasks, and manage the outcome as appropriate
- Able to communicate in writing and verbally with a broad range of people
- Calm, focused and collaborative where required
- Able to exercise strong discretion in a position of trust
If this sounds like you, please email a copy of your updated resume to Brooke Dover at brooked@charterhouse.com.au .
Applications closing soon, please note only shortlisted candidates will be contacted.