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 delivers 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 APS6 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 have extensive experience in supporting Senior Executives, be comfortable in managing high volumes of work and navigating competing priorities. Be an effective communicator, demonstrate high levels of initiative, have impeccable attention to detail, sound judgement and resilience.

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
• Flexible, who can work as required to support a Deputy Secretary, including outside of normal business hours, when required
• Demonstrate experience in coordinating complex or sensitive projects or work programs that have a strategic and / or operation significance
• Communicates factually and with clear intent
• High level of emotional intelligence and a positive, proactive attitude
• Team orientated, with the energy and commitment to actively lead, foster and develop other support staff across the Department and the wider APS; and
• Able to develop and support complex relationships with internal and external stakeholders.

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

Your duties will include, but are not limited to:

• Undertake complex diary management, including prioritising time and drawing attention to matters of importance or of a sensitive and/or complex nature
• Coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources
• Understand the priorities of the Group in order to prioritise work and engagements for the Deputy
• Perform duties on the Deputy's behalf including fielding requests and complex enquiries, informing decisions, and managing expectations that best support the Deputy, Group and the Department
• Coordination and contribution to briefings and supporting materials, including reporting, meeting and event briefs, travel itineraries etc
• Working closely with members of the Group to ensure timely delivery and quality of work, and with the Deputy's Executive Support Staff to ensure alignment and transparency of work and deliverables for the Deputy
• Manage travel arrangements, visas, accommodation and supporting documentation, including acquitting corporate travel cards
• Proactively establish and maintain productive relationships with internal and external stakeholders to achieve work and organisational goals
• Perform a leadership role to the Executive Support Service (ESS) and actively foster and promote strong EA networks across the APS
• Contribute to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.