Executive Assistant Mobility Register

• APS Level 4/5
• Canberra, ACT
• $74,679 - $88,327 plus 15.4% superannuation

This register is open to ongoing APS employees looking for a temporary or permanent mobility opportunity to an Executive Assistant role within the Attorney-General’s Department. Candidates will only be contacted if being considered for a vacancy.
Employment OpportunityThe department is seeking motivated individuals who are curious and eager to learn, to fill temporary and permanent Executive Assistant (EA) positions across the APS 4 and APS 5 level. Through the provision of executive support, our EAs partner with our Senior Executive Service (SES) officers and their teams to enable our organisation to deliver on key outcomes.As an EA, you will be provided with broad exposure to the work, people and culture within the department. Your role will touch on a number of key aspects of the organisation’s operations, you will be presented with a diverse range of challenges and offered opportunities to grow, up skill and network. You will liaise with diverse teams and high-profile internal and external stakeholders and be afforded the opportunity to provide guidance and strategic counsel to SES as your partnership develops.The roles require a high degree of professionalism, judgement, and discretion. Strong relationship skills are also needed to influence and support collaboration and innovation.APS Level 4 Executive AssistantYou will work under general direction and exercise discretion to provide administrative and operational support to SES officers and their immediate work area including participating in strategic planning and decision making and being a conduit between the area and the broader department.Some of the key duties and responsibilities may include:

• Diary management, travel coordination, supporting meeting preparation including assembling packs and relevant documentation, ordering stationery.
• Providing front of house support duties including telephone triage, general correspondence and responding or directing queries to relevant officers.
• Preparing routine or moderately complex correspondence, minute taking, photocopying/scanning and filing, and coordinating of responses to ministerial and parliamentary requests via the Parliamentary Document Management System (PDMS).
• Assisting with financial management, including processing of accounts payable, management of corporate credit card accounts, quality assurance and acquitting travel in the financial management system (SAP).
• Building rapport and maintaining stakeholder relationships. Liaising with stakeholders to assist and resolve moderately complex issues.
• Making decisions within defined parameters relating to the area of responsibility.
• Contributing new ideas and identifying opportunities to improve the efficiency of business.
• Supporting the Executive Assistant Network through the provision of peer support.

APS Level 5 Executive AssistantYou will work under limited direction and make independent and accountable decisions. You will support the provision of high level and strategic administrative and operational support to SES officers and their immediate work area including, but not limited to; developing objectives for short-term tasks, participating in strategic planning for longer-term initiatives and being a conduit between the area and the broader department.Some of the key duties and responsibilities may include:

• Strategic diary management, travel coordination, proactive meeting preparation including seeking relevant documentation and assembling packs, ordering stationery.
• Providing front of house support duties including triage telephone calls and general correspondence and respond or direct queries to relevant officers.
• Preparing moderately complex to complex correspondence, minute taking, photocopying/scanning and filing, and overseeing the coordination of responses to ministerial and parliamentary requests via the Parliamentary Document Management System (PDMS).
• Assisting with financial management, including processing of accounts payable, management of corporate credit card accounts, quality assurance and approving travel in the financial management system (SAP).
• Developing and maintaining internal and external relationships. Liaising with stakeholders on policy, project or operational issues responding to stakeholder needs and expectations.
• Making decisions within defined parameters and setting new precedents based on sound subject matter knowledge and professional judgment.
• Applying innovative initiatives and contributing to change and to the improvement in quality and efficiency of services.
• Supporting the Executive Assistant Network through the provision of mentoring, coaching and peer support.

How can you help us make a difference?We seek people who bring external ideas, diverse experience, and global perspectives, and are willing to explore innovative ways of working. People who work for us will display leadership at all levels, apply information effectively in order to solve problems, and work collaboratively to achieve outcomes.As an Executive Assistant you will be required to:

• demonstrate structured and clear communication skills,
• prioritise and manage workloads effectively,
• demonstrate influence, discretion and confidence,
• build a culture of inclusivity and emotional intelligence,
• are highly organised and is focused on overcoming challenges with solutions,
• collaborate with others to achieve goals,
• demonstrate initiative and sound judgment.

We will support you to make a difference:

• through our ‘EA Buddy Program’ which partners new and established EAs together, providing support over a four-month period,
• by creating informal learning and development opportunities through on the job support and the department’s EA Network,
• by enabling ongoing access to training through our learning management system, additional external training can be explored,
• by providing opportunity for growth, empowering you to expand your role as you develop new skills and interests.

Please refer to the for more detail.