Executive Assistant| Operations and Delivery| West and South

Full job description
Ongoing & Non-ongoing for an initial period of up to 12 months, Flexible working arrangements will be considered
APS 5,APS 6
Perth, WA
Location: Perth, WA
Application Closing Date: 08-Sep-2024
Classification

APS Level 5 ($85,633 - $+1,54+)
APS Level 6 ($+4,715 - $106,438)

Employment Type

Ongoing & Non-ongoing

Flexible Work

Flexible working arrangements will be considered

The Opportunity

The Executive Assistants work closely to the Deputy CEO - Operations and Delivery (APS 6 EA) and the Group Manager, West and South Group (APS 5 EA) and with the senior leadership groups. Our ideal candidates will be an administrative professional with experience of working in the public sector and its legislative environment or have the ability to quickly adapt and learn new systems and processes.

The successful candidate will:

be professional and approachable, providing assistance and services to the senior leadership group and a range of key internal and external stakeholders
demonstrate a high level of discretion and sensitivity to emerging issues and be organised, adaptable to change, possessing the ability to multi-task and problem solve in a fast paced and ever-changing environment
demonstrate the ability to work to deadlines and achieve results.

Our Ideal Candidate

Our Ideal APS 5 Executive Assistant will demonstrate the following:
drafting correspondence which may involve conducting research and input from other areas
assisting with the preparation of reports, using a range of data sources and statistics
responding to requests from stakeholders for information or advice on policy, administrative or operational matters
managing and prioritising a large and complex volume of incoming correspondence including emails
contributing to a culture that aligns with NIAA values and is dedicated to achieving quality program outcomes
supporting a Group Manager (SES Band 2) to coordinate and support leading administrative functions and operations of the Group
providing high level administrative support to Senior Executives
co-ordinating travel arrangements including flights, accommodation, visas, travel allowances and reimbursements
maintaining records in the Customer Relationship Management system and other related systems in accordance with agency policies and procedures
managing records, use prescribed systems and share essential information across the West & South Group Executive Assistant network.

Our ideal APS 6 Executive Assistant operates with limited supervision and is responsible for the effective management of the DCEO - Operations and Delivery office including:
diary management of the DCEO and associated including meeting arrangements, travel bookings, including coordinating high level briefings and assisting to establish and maintain agendas
support the DCEO and coordinate the administrative functions and operations of their portfolio and work closely with the Executive Officer and other Executive Assistants
provide high level administrative support to the DCEO and other Senior Executives
coordinate papers, briefs and responses ensuring that deadlines are met
monitor team workflow and complete personal work allocations. Undertake planning and implementation of small-scale projects in the team
managing and prioritising items via the Parliamentary Document Management System
financial management including monthly credit card reconciliations and payment of associated invoices and contracts.

Identified Position

This position is Identified which signifies that the role has strong involvement in matters relating to Aboriginal and Torres Strait Islander peoples.

This position is required to liaise with Aboriginal and Torres Strait Islander peoples, communities and service providers. You will require cultural competency, including:
understanding of the matters impacting Aboriginal and/or Torres Strait Islander peoples.
demonstrated ability to communicate sensitively and effectively with Aboriginal and/or Torres Strait Islander peoples.
demonstrated capability and commitment to continue to develop cultural competency.

Eligibility

To be eligible for this position you must be an Australian Citizen.

The successful candidate will be required to be assessed through our pre-employment screening checks, such as an Australian Criminal History Check.

Security Clearance Required

Baseline Vetting (Protected)

Contact Officer

Karyn Douglas on 043+ 156 566 or karyn.douglas@niaa.gov.au
Please Note – This is an unclassified web based recruitment system so your application must not contain any classified or sensitive information. This includes in your one page pitch and resume.