Executive Assistant, Central Group

The Opportunity:

Are you an enthusiastic and highly organised individual with great people skills? Why not consider applying for an Executive Assistant (EA) role. We are seeking applications to fill a number of Executive Assistant positions within Central Group. To support you in the role, we offer a specific NIAA Executive Assistant induction as well as guidance and mentorship from experienced Executive Assistants to help you learn and grow.

Within the role you will also work closely with our Executive Assistant and Executive Officer networks to actively build on your strengths and encourage a supportive culture for learning and development opportunities. As an Executive Assistant 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 our NIAA senior leaders. This includes diary management, coordination of meetings and management of incoming communication.

As an Executive Assistant, you will actively participate in the NIAA Executive Assistant cohort and contribute to the NIAA’s organisational culture. Executive Assistants actively uphold and promote NIAA’s Values and Behaviours as well as the APS Code of Conduct and Values throughout the organisation.

This recruitment process will be used to fill a number of immediate vacancies and to establish a merit pool that can be accessed for a period of 18 months from the date of advertisement. As an APS4 Executive Assistant you will support your Regional Manager/Branch Manager (SES Band 1) and coordinate the fast-paced, high volume administrative functions and operations of the Region/Branch. Essentially you will act as the first point of contact for the Regional/Branch Managers.

Duties generally include, but are not limited to:

• providing client services to internal and external stakeholders including assisting with enquiries, correspondence and operational issues
• proactive diary and email management
• control and coordination of correspondence and other documentation (both electronic and paper based)
• coordinate meetings including drafting agendas, collation of papers, venue and catering
• coordinate travel arrangements including flights and accommodation
• assist in personnel support by helping with staff onboarding and offboarding
• assist with finance activities, including procurement, credit card reconciliation and compliance reporting
• undertake filing and records management functions ensuring records are accurate and complete.

 Additional allowances and benefits are applicable for NIAA staff based in the NT, in line with the NIAA Enterprise Agreement.

Our Ideal Candidate

Our ideal candidates are self-starters, have good judgement, are organised, and results oriented. As the ‘first point of contact for the office’, you will use your customer service skills to interact positively with a range of internal and external stakeholders. You will bring a proactive attitude to the workplace and show a demonstrated capacity to liaise effectively and work professionally with a diverse range of people. Your great attention to detail and ability to adapt to competing priorities will allow you to succeed in a fast paced working environment whilst using technology and operating in a flexible and dynamic workspace.

In addition, our ideal candidates will have (or the ability to learn and develop) the following skills and experience:

• ability to work within a fast paced environment with limited supervision
• high level organisational skills and excellent time management with the ability to multi-task and work under pressure to meet deadlines
• good communication skills
• proven ability to negotiate and achieve outcomes even when faced with barriers and setbacks
• actively engage, anticipate and prepare for stakeholder needs, coupled with the ability to use initiative
• display high levels of professionalism, discretion, integrity and confidentiality
• be self-aware, culturally competent and foster respect and inclusion in the workplace
• understand and actively demonstrate the APS Code of Conduct and Values

 Administrative and/or Executive Assistant experience is desired but not required as long as you are willing to learn.

What We Offer:

• We have exciting work with real purpose. We support the aspirations of First Nations Peoples—it’s our driving force. Our work is transformational, you can follow your passion, shape your career and make a difference.
• We value our employees —they’re the heart of our Agency. Employees are supported and empowered to build their career. We are a diverse, inclusive and passionate workforce with an emphasis on continuous cultural learning and tailored professional development.
• Our work relies on strong and trusted relationships — we build partnerships by being authentic, sharing information and giving honest feedback. We collaborate with communities across Australia, all levels of government and many other invested stakeholders.

Eligibility:

• To be eligible for this position you must be an Australian Citizen.
• The occupant must be able to obtain and maintain a Baseline Vetting (Protected) level security clearance, or hold a current security clearance of an appropriate level. 
• The successful candidate will be required to be assessed through our pre-employment screening checks, such as an Australian Criminal History Check

How to apply:

If this sounds like the opportunity you are looking for, we want to hear from you! Submit an online application through the NIAA Careers Page by Sunday 4 February 2024 at 11:30pm AEDT.