Executive Assistant to the Secretary

Full job description
EL 1 - $120,2+0 - $12+,37+ per annum plus superannuation
COO Office Division
Canberra, ACT
The Department of Agriculture, Fisheries and Forestry is seeking an energetic, highly organised candidate who is capable of working in a high-pressure environment with competing demands.
The Executive Assistant (EA) to the Secretary plays a critical role in supporting the Secretary to ensure they are briefed, prepared and able to meet all obligations and commitments.

Who we are
The Department of Agriculture, Fisheries and Forestry (DAFF) leads the Australian Government’s efforts to support, protect and grow the country’s food and fibre production. We play a pivotal role in contributing to Australia’s health and economic prosperity by developing and promoting sustainable agricultural production practices, increasing trade and market access, maximising economic opportunities for our First Nations peoples, and keeping Australians safe through effective biosecurity.

Our work touches the lives of all Australians, particularly those living in regional and rural areas. Every day we protect our industries, communities and natural environment from potentially devastating pests and diseases. We support every clean, safe meal that Australians sit down to enjoy.

Under the banner of One DAFF, our people work together to develop impactful policy and program solutions that promote productivity growth, secure improved access to international markets and safeguard our animal and plant health status and Australia’s environment.

The Office of the Secretary is a small and dynamic team supporting the Secretary, working across the portfolio and with Ministers’ Offices.

The Job
The Executive Assistant (EA) to the Secretary plays a critical role in supporting the Secretary to ensure they are briefed, prepared and able to meet all obligations and commitments.

The Secretary’s Executive Assistant provides high level administrative support and liaises with the Executive, Ministers’ Offices, the wider SES team and other senior internal and external stakeholders to perform a number of important responsibilities, including but not limited to:
Managing the Secretary’s diary, liaising with Ministers’ Offices and other senior officials’ offices, analysing, prioritising and responding to meeting requests;
Working with the Executive Officer to request appropriate briefing and support for meetings as per agreed timeframes;
Inbox management for the Secretary, workflow through the Secretary’s office, triaging as appropriate to ensure deadlines are met, following up with action areas to ensure timely responses, and bringing important matters to the attention of the Chief of Staff and Executive Officer;
Managing the administration and records management of the Office of the Secretary;
Handling and protection of highly sensitive information on behalf of the Secretary;
Planning, booking and reconciling travel and accommodation; and
Working closely with and to the direction of the Chief of Staff to support the Secretary.
As the most senior EA in the department, the position will also play an important role in shaping the culture of the department’s EA network, including providing cross-department guidance, communicating administrative information, and mentoring junior EAs throughout the organisation.

As one of the first points of contact for the Secretary, this is a position of trust that requires emotional intelligence, excellent judgement, high levels of personal integrity and discretion. The role works closely with the Secretary, Chief of Staff, and Executive Officer, senior executives and their support staff to ensure the efficient operation of the Office and the department.

Please note that this recruitment process will be initially used to fill this vacancy. The merit list established through the selection process, which is valid for a period of eighteen months from the date the vacancy was advertised in the Public Service Gazette, may also be used to fill future ongoing vacancies in the branch where the duties are of similar nature.

What we are looking for
Knowledge and experience
Experience building and maintaining effective working relationships with a range of government and non-government stakeholders.
Demonstrated experience providing high level administrative support to Senior Executives.
Clear understanding of relevant government policies and processes.
Skills and capabilities
Excellent communication and interpersonal skills;
Ability to build and maintain positive relationships with Executives, Ministerial Offices, internal staff and external stakeholders;
Excellent organisational skills, high attention to detail, and the ability to triage and coordinate significant volumes of incoming requests; and
Ability to provide leadership and guidance to other EAs in the department more broadly and lead the EA Network.
Candidate Information Package PDF Opens in new window