APS Level 5 - Executive Assistant

Role purpose

The Museum has an exciting opportunity for a professional to join the Museum’s Legal, Executive and Governance Services team as an Executive Assistant, providing high quality support to the Deputy Directors, and other key stakeholders as required.

The Legal, Executive and Governance Services business unit manages a range of operational matters, often sensitive and complex, and works closely with all areas of the Museum. The incumbent of the position will provide high level administrative support to the Deputy Directors, including managing correspondence, diary management and coordination, document management and reporting and event support. The position liaises with Governance to provide support for Council, high profile visitors and international guests. Discretion and representational skills are essential to the role.

Key accountabilities

The successful candidate will have experience in providing Executive Assistant support to Senior Executive level staff in busy and dynamic situations, and will therefore have the ability to bring initiative, personal drive, analytical and problem-solving skills to the role. You will have exceptional administrative skills and enjoy being well-organised and have strong attention to detail. You will have a professional image and enjoy liaising with a range of people. You will work in a fast-paced environment where priorities shift and your ability to be flexible and adapt to change is paramount.

Develop and maintain administrative systems that support the daily running of the Deputy Director’s offices, including but not limited to diary management, preparation of correspondence, maintenance of filing systems, arranging meetings, travel and hospitality.
Liaise effectively with internal and external stakeholders, particularly of a senior level, to ensure seamless delivery of the Museum’s business.
Timely management and coordination of briefings and materials required by the Deputy Directors for internal and external appointments, meetings, conferences and other business-related activities.
Manage special events and visits hosted by the Deputy Directors for VIP guests of the Museum.
Liaise with the Directorate to provide administrative support, including catering and travel arrangements for Council and its sub committees, as required.
Understand and anticipate business requirements of the Deputy Directors and the Executive Management Group more broadly and operate with tact and discretion.
Demonstrate high-level oral and written communication skills.
Selection criteria

Demonstrated high level administrative and coordination skills to support the Senior Executive, with an understanding or experience in the cultural sector.
High level oral and written communication skills and proven ability to build and maintain relationships with a variety of stakeholders at senior levels.
Strong organisational skills with a proven capacity to manage multiple tasks and meet deadlines with minimum supervision.
Demonstrated resilience, professionalism and discretion.
Demonstrated ability to work in a small team and assist colleagues when required.
Eligibility

To be eligible to apply for this vacancy, applicants must:

be an Australian citizen
undergo pre-employment checks, including a police record check
hold or be eligible to hold a security clearance at the level specified in the position description.