Executive Assistant

• Initial 4 Month Contract + 3 Month Extension
• Ability to obtain a Baseline Clearance
• Collins Street, Melbourne Office Location

Our Client, a large Federal Government Agency is seeking a skilled Executive Assistant to support the SIG's executive team. The role entails a range of duties and activities to support the executive, as well as assisting to ensure the office is managed effectively.

Ideally you will have experience working in a similar role in an APS Agency, including managing two to three SES concurrently; and have a working knowledge of our travel management system (CTM) and SharePoint.

The Executive Assistant will see and learn the work across the Agency. It can be a fast-paced and busy environment where things can change quickly, and you will need to be flexible and agile in supporting the Executive and the office. A high level of initiative and common sense is required, along with excellent organisational skills. Strong relationship skills are needed in support of collaboration and work with people to manage the diary, inboxes, the prioritisation of work, projects, and activities within and across the Agency's Groups.

The Executive Assistant will liaise with diverse tams, both internal and high-profile stakeholders. The roles require a high degree of professionalism, judgement and discretion. The environment you work within is very supportive and enables you to grow and learn.

Proactively, and under limited direction, the Executive Assistant will:

• Anticipate the needs of the Executive to ensure the office runs smoothly and is efficient and effective;
• Monitor and track incoming documents to ensure correspondence is triaged, prioritised, and actioned accordingly;
• Prepare meeting materials, correspondence, presentations, and minutes, including the administration of critical, confidential, and sensitive information;
• Providing high level executive and administrative support to assist in the management of the office workload and work priorities;
• Ensuring the meetings begin on time with preparation material delivered in advance;
• Coordinating meetings and activities, including diary management and any meeting room requirements;
• Assisting in the organisation of internal and external forums, meetings and working groups;
• Liaise with stakeholders (internal and external to the Agency) and assist with the resolution of moderately complex to complex issues, responding to stakeholder needs and expectations as required;

While the daily work can change quite quickly, and at times it can be a fast paced, the environment you work within is very supportive and enables you to grow and learn and to make the role your own.

Skills required:

• Demonstrated experience as an Executive Assistant or providing administrative support to multiple senior managers and/or high-level office coordination experience in another APS department;
• Well-developed organisational and time management skills;
• Ability to work flexibly across business areas, managing shifting priorities and demonstrated initiative to drive opportunities for improvement;
• Ability to act with discretion with strong judgement and problem-solving skills to tasks and duties associated with the efficient operation of the Executive office;
• Good written and verbal communication skills, including experience in drafting correspondence;
• Ability to quickly form relationships with key internal and external stakeholders at all levels, and
• Strong skills in using Microsoft office applications and able to adapt and use various administrative management systems.

For a copy of the full job description, including the Application instructions, please get in touch with Alison at the Recruitment Hive by clicking the Apply for this Job button. Alternatively, you can reach Alison on (02)6299 1*** to discuss further.

Please note, applications close on the 20th of February at 2:00PM, and requires the ability to obtain a Federal Government Security Clearance.