Executive Assistant, Legal Services Branch

Agency PurposeThe Australian Electoral Commission (AEC) is an independent statutory authority established by the Australian Government to maintain an impartial and independent electoral system for eligible voters through active electoral roll management, efficient delivery of polling services, and targeted education and public awareness programs.The AEC’s values and commitmentsThe AEC values and commitments are an essential component of our operating environment and frame how AEC staff work. The AEC's focus is on electoral integrity through the values of quality, agility and professionalism.The TeamYou will join a group of a highly committed professionals that work in the Legal Services Branch of the AEC. The Branch provides the AEC with legal advice and assurance in relation to its compliance with electoral and other laws and compliance of others with electoral laws.You will work closely with the Chief Legal Officer and Directors in the Branch in a collaborative, fast-paced environment.The OpportunityWe are looking for a highly motivated and enthusiastic Executive Assistant to provide high-level administrative support to the Chief Legal Officer and staff in the Legal Services Branch.You will be the first point of contact for the Chief Legal Officer and the Legal Services Branch, responsible for coordinating administrative activities associated with key election deliverables with Executive Assistants throughout the AEC, as well as assisting to book and manage travel arrangements for staff in Legal Services Branch.Additional responsibilities include supporting communication, education and engagement projects in Legal Services Branch and the delivery of trainings and presentations to other business areas at the AEC and managing Legal Services Branch’s matter management system (LEX), including the installation of updates and ensuring ongoing access to LEX of all Legal Services staff.Governance ArrangementsThe Executive Assistant will coordinate the Branch’s internal and external reporting, ensuring draft reports are with Chief Legal Officer with time to review prior to submission, assist Chief Legal Officer to manage actions in Legal Services Branch Business plan, census actions and other internal or external actions that arise over the year (e.g. actions from AEC governance committees). You will be responsible for record keeping, filing relevant documents in objective and if required, the Executive Assistant may provide secretariat support, including minute taking and scribing and track/manage the completion of actions arising.Resource ManagementResource management responsibilities include monitoring and reporting on Legal Services Branch budgets and expenditure, recording and tracking Legal Services Branch procurement and contract management in the TechOne system and managing invoices, including monthly accruals and ensuring credit card usage/expenditure is processed in Expense8.Recruitment and InductionThe Executive Assistant will support recruitment activities, including arranging for vacancies to be advertised, scheduling interviews, and induction for new starters in the Branch.To excel you’ll have:

• Excellent organisational and communication skills to proactively manage daily workflow and competing requests, ensuring clear, timely and effective co-ordination.
• Sound judgement and a high degree of initiative, integrity and discretion when dealing with confidential and sensitive business matters.
• Confidence and ability to effectively communicate, collaborate and negotiate with team members, business areas and external stakeholders at all levels of seniority both in writing and verbally.
• Experience providing highly organised coordination, governance, and administrative support, including the ability to prioritise work under pressure while maintaining attention to detail and meeting deadlines.
• A strong ability to remain positive and respond to pressure in a calm manner, while committing energy and drive to see that goals are achieved.
• Well-developed computer and telephony skills, including strong experience with the Microsoft Office suite.
• A demonstrated ability to work autonomously and a strong commitment to working harmoniously within a team to achieve positive results and support the AEC’s strategic direction.

• Prior experience using, or ability to learn, Whole-of- Australian-Government (WoAG) online travel booking tools, Expense Management System (EMS) and LEX matter management software.

• AEC employees must be Australian citizens.
• Any person who is, and seen to be active in political affairs, and intends to publicly carry on this activity, may compromise the strict neutrality of the AEC and cannot be considered.
• Applicants are required to consent to, undergo, obtain and maintain a character clearance.
• Applicants are required to consent to, undergo, obtain and maintain the security clearance required for this role.