Executive Assistant

Full job description
APS Level 5
Canberra, ACT
$87,264 - $+3,2+4
About the Department of Education
We contribute to Australia's economic prosperity and social wellbeing by creating opportunities and driving better outcomes through access to quality education and learning.

The Role
The Higher Education, Research and International Group that is committed to equipping the workforce of the future. The department facilitates student access to high quality, sustainable and transparent higher education and research sectors and promotes Australia's reputation internationally as a world-class provider of education and research. The Group also supports policy development and implementation across the portfolio by improving the availability of, and access to, data.

The Research Division supports Australia’s educational research system and infrastructure. We work to drive improvements in Australia’s research system by targeting and driving improvements across various Innovation and entrepreneurial activities. We support and encourage collaboration between institutions, industry and stakeholders. We compile and provide quality data and evidence to support our analysis.

As an Executive Assistant (EA) at the Department of Education, you will play an important role to ensure the smooth operational and day to day running of the work area whilst also providing high-level executive and administrative support to the First Assistant Secretary (FAS). This includes diary management, coordination of meetings and management of incoming communication.

Duties and Responsibilities
Under the general direction of the Executive Officer, the Executive Assistant will be required to:


Proactively manage the First Assistant Secretary (FAS) calendar and information flow, guaranteeing sufficient flow throughout the day, ensuring timeliness of meetings, efficient tracking of emails, drawing attention to priority information and matters.
Maintain contact lists, ensuring the FAS is well informed of key stakeholder contact details and the ability to make contact at short notice.
Coordinate the collation of agendas, briefing papers, reports and presentations for meetings with a focus on timeliness and attention to detail, ensuring that all materials are ready for the FAS.
Secretariat support for meetings as required, including minute-taking, appropriate scheduling of meetings, preparing and coordinating papers, reports and briefs.
Oversee all aspects of booking travel, including acquittal of travel expenses, booking flights and accommodation.
Manage all records in accordance with approved processes and security.
Provide support and assistance to the Executive Officer (as required).
How to Apply
To apply for this position, please submit your application in our online recruitment system. You will need to:
Provide a summary (no more than 750 words) that outlines your skills, knowledge, and experience and why you should be considered for this vacancy. You should take into consideration the position overview (including any detailed position specific requirements) when drafting your response. Where possible include specific relevant examples of your work.
Upload your Resume
Provide contact details for 2 Referees.
The APS work level standards are structured to clearly differentiate between the work expected (i.e. responsibilities and duties) at each classification level. We encourage you to review these when writing your application.

Eligibility
Citizenship - to be eligible for employment with the Department, you must be an Australian Citizen or, in limited circumstances, in the process of obtaining it.

Security Clearance - our successful candidate is required to hold, or have the ability to obtain, and maintain a Negative Vetting 1 security clearance.

Please refer to the Job Information Pack for more information about the role.
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