Executive Assistant, Immigration Group

At the heart of the work that Immigration Group there is an opportunity to change lives, shape futures, and foster inclusivity whilst working ensuring the safety and unity of all Australians. As an APS6 Executive Assistant, you'll play a pivotal role in supporting the Associate Secretary of Immigration who is based in Melbourne, where your support and role in our office working with executive teams across Immigration Group in Melbourne and around Australia.

Join our passionate, dynamic, multi-location team and be part of supporting shaping policies that impact lives every single day. Your role will extend beyond traditional administrative duties; you'll be a crucial member of our team by ensuring that the Associate Secretary can focus on driving the work of Immigration Group through your work handling the details of our day to day operations in the office with precision and care. Immigration Group is filled with some of the most passionate and dedicated staff that you will meet, you have an opportunity to join a team that sits at the heart of the group.

Our ideal candidate

An APS6 Executive Assistant (EA) works alongside the Associate Secretary and support staff in the executive office. To be successful in this role, you will have extensive experience in supporting Senior Executives, be comfortable in managing high volumes of work and navigating competing priorities. Be an effective communicator, demonstrate high levels of initiative, have impeccable attention to detail, sound judgement and resilience. We are looking for candidates who are:

• Reliable and accountable, who take personal pride in their work and ensure that tasks are completed, to the highest standard.
• Confident and quick thinking, who can problem solve to meet immediate needs, anticipates further needs and are able to recognise and resolve potential problems.
• Calm, well organise and responsive to urgent matters and competing demands.
• Flexible, who can work as required to support an Associate Secretary, including outside of normal business hours, when required.
• Able to demonstrate experience in coordinating complex or sensitive projects or work programs that have a strategic and / or operation significance.
• Able to communicate factually and with clear intent.
• High level of emotional intelligence and a positive, proactive attitude.
• Team orientated, with the energy and commitment to actively lead, foster and develop other support staff across the Department and the wider APS.
• Able to develop and support complex relationships with internal and external stakeholders.

Duties and responsibilities

As an Executive Assistant supporting the Associate Secretary, you will play a pivotal role in the day to day operations of the office. You will work as part of a small team and will operate with limited supervision with sound judgement, confidence and the ability to think strategically. Your duties will include, but are not limited to: 

• Undertake complex diary management, including prioritising time and drawing attention to matters of importance or of a sensitive and/or complex nature.
• Coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources.
• Understand the priorities of the Group in order to prioritise work and engagements for the Associate Secretary.
• Perform duties on the Associate Secretary's behalf including fielding requests and complex enquiries, informing decisions, and managing expectations that best support the Associate Secretary, Group and the Department.
• Coordination and contribution to briefings and supporting materials, including reporting, meeting and event briefs, travel itineraries etc.
• Working closely with members of the Group to ensure timely delivery and quality of work, and with the Associate Secretary's Executive Support team to ensure alignment and transparency of work and deliverables for the Associate Secretary.  
• Manage travel arrangements, visas, accommodation and supporting documentation, including acquitting corporate travel cards;.
• Proactively establish and maintain productive relationships with internal and external stakeholders to achieve work and organisational goals.
• Perform a leadership role to the Executive Support Service (ESS) and actively foster and promote strong EA networks across the APS.
• Contribute to a healthy and safe working environment, modelling ethical behaviour and practices consistent with the APS Code of Conduct and APS Values.

How to apply

Submit your application and CV through the Home Affairs’ recruitment system (ourPeople) before the closing date on 12/06/2024 at 11:59pm (midnight) AEST  – Late applications will not be accepted.

As part of your application you will be required to prepare and submit a one-page applicant response document in relation to the advertised role, outlining:

• How your skills, knowledge, and experience will be relevant to this role
• Why you are interested in the role and what you can offer us
• Any specific examples or achievements that demonstrate your ability to perform the role

Applicant response documents must be a minimum 11pt font in MSWord or PDF format, include your full name and the Requisition Number – 132668 in the document footer.

Prior to preparing your response it is recommended you review the Work Level standards relevant to the classification you are applying to. It may also be useful to refer to the Integrated Leadership Systems information relevant to the classification.

Eligibility

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

The successful candidate will be required to obtain and maintain a Negative Vetting Level 1 (AGSVA) security clearance and an Employment Suitability Clearance (ESC).

Diversity and inclusion

The Department is committed to workforce diversity and applicants who are Aboriginal and/or Torres Strait Islander, come from a diverse cultural or linguistic background or have a disability are encouraged to apply.

Technical assistance

For technical enquiries please call or email for assistance:

Please include any applicable screen captures, a response will be provided during business hours.

Notes

The Department of Home Affairs offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position.

The Department may provide relocation assistance to eligible APS employees required to relocate. The level of assistance will vary depending on the reason for relocating and your personal circumstances. For further information please enquire with the contact officer listed in the advertisement.

Candidates should be aware that in roles where vaccination against COVID-19 is required by public health orders/directions or other legislation proof of vaccination will be required. If a candidate is not fully vaccinated or is unwilling to be vaccinated within a reasonable time period, they may not be offered that role.