Executive Assistant Multiple

About the role:

The Australian Financial Security Authority (AFSA) is responsible for managing the application of bankruptcy and personal property securities laws through high-quality personal insolvency and trustee, regulation and enforcement, and personal property securities services. AFSA is an executive agency in the Attorney-General’s portfolio.

The Office of the Chief Executive (OCE) is a central coordination point responsible for providing high level executive, leadership, and support services to the Chief Executive, including providing strategic advice, managing communications, and implementing strategies to support the achievement of AFSA’s strategic and operational objectives.

We strive to be a visible, modern, and contemporary regulator, taking a holistic approach to regulation to improve access to credit and increase financial stability, and contributing to economic and social outcomes.

We have an immediate vacancy for an Executive Assistance in the Office of the General Manager, Enabling Services Group. This position will be based in Melbourne, so we encourage applicants who are based in Melbourne or are willing to relocate to apply. This recruitment process will also be used to fill an expected vacancy in the Office of the Chief Executive (OCE) and similar vacancies that arise in the future. These roles can be based in any of the specified locations.

The Office of the GM, Enabling Services and Office of the Chief Executive are central coordination points responsible for providing high-level executive, leadership, and support services, including providing strategic advice, managing communications, and implementing strategies to support the achievement of AFSA’s strategic and operational objectives.

About You:

As the Executive Assistant, you will play an important role in supporting the GM to ensure work priorities are achieved in a timely manner. You will provide high-level executive support services to ensure efficient operations of day-to-day business.

You will coordinate and manage all business aspects of the office and be accountable for organising your workload and undertaking complex administrative support work. This includes managing calendars, coordinating meetings and events, preparation of correspondence, collating documentation, keeping accurate records, and coordinating input to regular reports. You will work closely and collaboratively with other members of the office, the broader AFSA EA network and other divisions within the agency.

To be successful in the role, you will be a highly trustworthy, motivated self-starter with good judgment and excellent stakeholder engagement skills. You value building productive working relationships and enjoy working in a collaborative and evolving environment. You will also be a proactive problem solver with a flexible attitude and strong attention to detail who can effectively manage competing and changing priorities with discretion.

Key accountabilities

You will be responsible for:

• Management and coordination of the GM’s diary, including scheduling appointments, organising venues, preparing supporting material, and anticipating and resolving competing priorities and commitments.
• Management of correspondence, including, monitoring emails, and responding to enquiries where necessary, collation and follow-up of information and tracking of high-volume activity to ensure deadlines are met.
• Preparing and co-ordinating the provision of effective communications and correspondence including briefings, reports, submissions, and notes to ensure the comprehensiveness, accuracy, Core skills and capabilities and timeliness of written information for the Executive and supporting the GM and their Executive Officer as required.
• Working under limited guidance and acting as the initial point of contact in liaising with internal and external stakeholders to action requests, coordinating activities and supporting agency projects with some complexity.
• Provision of secretariat support to meetings, committees and working groups as required.
• Identify, drive and support improvement in administrative practices, systems, and procedures.
• Working closely with the internal travel team to organise travel/accommodation arrangements.
• Work as part of a team with Executive Officers and Executive Assistants across AFSA to ensure a coordinated approach to enable the flow of information and work.
• Undertaking ad-hoc administrative tasks and projects as required.
• Providing ongoing support to other senior members of the office
• Planning and managing allocated resources, developing appropriate controls, monitoring achievement against plans and adjusting plans to meet changing demands.

All duties will be performed in accordance with:

• the APS Values, Code of Conduct and Employment Principles.
• WHS obligations, taking responsibility for own health and safety and that of others.
• AFSA’s risk management framework and relevant legislation, including guiding others to identify and mitigate foreseeable risks.

Skills and capabilities

Working with ambiguity

Maintains a calm and composed approach in the face of uncertainty. Maintains communication and collaboration with team members, peers, stakeholders, and managers. Utilises mistakes as a learning opportunity for self and others.

Operates efficiently to achieve business outcomes

Ensures the team's adherence to systems and processes to ensure optimal use of resources in achieving outcomes. Collaborates with others and encourages collaboration where possible. Leverage opportunities to share resources and avoid duplication and waste.

Applies digital dexterity

Demonstrates openness to learn new ways of working and encourages others to do the same.

Supports the implementation of system improvements and new technology, ensuring new practices are adopted. Demonstrates persistence when faced with challenges or setbacks.

Drives innovation and continuous improvement

Designs new processes or adds value to existing ways of working by introducing smarter/more efficient approaches. Demonstrates and encourages a growth mindset.

Qualifications, accreditations, and experience

• Demonstrated experience in provision of administration support with a strong attention to detail, personal integrity and excellent problem-solving skills.
• Excellent oral and written communication skills, stakeholder engagement skills and the ability to support colleagues working across tasks to manage competing priorities in a demanding and fast paced environment.
• Proficient IT skills in the Microsoft Office suite (Word, Excel, Teams, SharePoint and Outlook) and an ability to learn other software specific to the role:

o CTM travel booking system.

o Finance One financial management system, and

o Records Management system.

Experience in a similar role and/or working in partnership with senior executives will be highly valued.

Eligibility:

Please note that this opportunity is open only to Australian Citizens.

The successful applicant must have or be willing to undergo and maintain a security clearance to the level of Baseline Vetting as a condition of employment.

To satisfy character requirements all AFSA employees must undergo a police records check.

Where a person has received a redundancy benefit from APS agency employment and their corresponding redundancy benefit period has not expired, they may be ineligible for employment.

You will enjoy excellent conditions including:

· Generous superannuation (15.4%).

· A modern work environment.

· Access to Employee Assistance Provider.

· Flexibility to balance work and personal life (including working from home arrangements and flexible start and finish times where applicable).

We are a workplace committed to providing an environment that values diversity and supports staff to reach their full potential.

We encourage applications from Indigenous Australians, LGBTIQ+ persons, people from culturally diverse backgrounds and people with disabilities.

At AFSA we encourage and support employees to balance their family commitments and personal interests with flexible working options.

How to apply?

Applications close: 11:59PM AEDT Sunday 21 January 2024.

If you would like to be considered for this opportunity, please email

****@au.manpowergroup.com the following:

· A completed Position Application Form (available on AFSA’s website)

· A current resume

· A one-page pitch setting out the value you will bring to AFSA, informed by the key accountabilities and skills and capabilities as outlined in the position description.

· Clearly state your name, the position title and location of the role you are applying for in the subject line.

Applicants who fail to provide the above requested information, will not be assessed by the selection panel.