Executive Assistants - Multiple Vacancies

Description:

About the Department:
The Department of Home Affairs is responsible for centrally coordinated strategy and policy leadership in relation to domestic and national security arrangements, law enforcement, emergency management, counter-terrorism, social cohesion, the protection of our sovereignty, the integrity of our border and the resilience of our national infrastructure.

The Australian Border Force, an operationally independent body within the Department of Home Affairs, is Australia's frontline border law enforcement agency and Australia's customs service. The Australian Border Force deliver critical border protection and national security outcomes while facilitating the movement of people and goods across the border. The Australian Border Force's mission is to protect Australia's border and enable legitimate travel and trade.

Please visit our website for more information about the Department of Home Affairs or Australian Border Force

The key duties of the position include
Our ideal candidate:
An APS5 Executive Assistant (EA) works alongside the executive within the Department of Home Affairs or the Australian Border Force. To be successful in this role, you will be solutions focused to perform and achieve a range administrative support work within a fast-paced environment. You will be an effective communicator, have excellent time management skills, display close attention to detail and effectively manage competing priorities.

We are looking for candidates who are:

• Reliable and accountable, who take personal pride in their work and ensure that tasks are completed, to the highest standard
• Confident and quick thinking, who can problem solve to meet immediate needs, anticipates further needs and is able to recognise and resolve potential problems
• Calm, well organise and responsive to urgent matters and competing demands
• Articulate and communicate factually and with clear intent
• Emotionally intelligent and have a positive, proactive attitude
• Team orientated, with the energy and commitment to actively build and sustain relationships with other support staff across the Department and the wider APS
• Able to develop and support relationships with internal and external stakeholders.

Duties and responsibilities:
As an Executive Assistant supporting a First Assistant Secretary's Office, you will play a pivotal role in the day to day operations of the FAS office. You will work as part of a small team and will operate with limited supervision with sound judgement, confidence and the ability to think strategically.

Your duties will include, but are not limited to:

• Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly
• Provide quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines
• Arrange and coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required
• Undertake diary management, including prioritising time and drawing attention to matters of importance
• Coordinate and provide administrative support, including printing and collating documents and other briefing material, in a timely manner
• Coordinate travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
• Liaise with stakeholders and assisting with the resolution of moderately complex to complex policy, project or operational issues, responding to their needs and expectations as required
• Encourage the building and maintenance of relationships within the EA network and Executive Governance and Support Directorate
• Contribute to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.

Candidates interested in these positions who may not meet all of the specific duties/responsibilities listed but believe they have transferable skills to successfully fulfil this role are still encouraged to apply.