Executive Assistant To The Coordinator-General

Requisition Number: 132630 Position Number/s: 60160901 Classification: APS Level 6  Location: ACT    Section: The Office of the Coordinator-General   Security Classification: Baseline Vetting  Salary: $91,305.00 to $102,606.00   Contact: Davina Marotte on 0429 653 *** or **************@nema.gov.au  Period of Vacancy: Ongoing Number of Vacancies: 1

Applications close: 06/06/2024 at 11:59pm (midnight) - AEST. Late applications will not be accepted.

Who can apply:

Please note this opportunity is available to current Australian Public Service employees and all eligible members of the community.
 

About the National Emergency Management Agency: The National Emergency Management Agency's work has a real impact on the lives of Australians, particularly those living in rural and regional areas.

The National Emergency Management Agency's guiding principle is “Locally led, locally understood and locally implemented” and we bring together local communities, government, non-government and key industry representatives to support disaster recovery and resilience across the country.

Your work will help people who are recovering from natural disasters and prepare them for the future.

National Emergency Management Agency:

The National Emergency Management Agency (NEMA) is a single, accountable Commonwealth agency that delivers a whole-of-nation approach to reducing disaster risk, planning, preparing for, responding to and recovering from all hazards across the emergency management continuum.

NEMA’s work has a real impact on the lives of Australians, particularly those living in rural and regional areas. Its guiding purpose is to enable more secure, stronger and resilient communities before, during and after disaster events.  Working through meaningful partnerships, we will build Australia’s capacity for disaster resilience and support our communities when they need it most.

NEMA is an equal opportunity employer. We encourage applications from First Nations people, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds, mature age people and people from other diverse backgrounds. We are committed to providing a working environment that values diversity and inclusion and supports staff to reach their full potential.

Overview of the Branch and Section:

The Office of the Coordinator-General within the National Emergency Management Agency (NEMA) supports the Coordinator-General with the administrative functions of his office. The office works, under broad direction, to achieve an all-encompassing range of highly complex administrative support tasks within a fast‑paced, high pressure environment

About the role:

The APS6 EA is required to share information/expertise, monitor work practices, set work priorities and develop procedures based on professional judgement, evaluating risks within the context of a complex and changing environment. They are responsible for maintaining stakeholder relationships and assisting with the resolution of moderately complex issues. The EA will also form part of the broader Executive Support team to deliver and enable key business outcomes as required. The EA exercises autonomy and accountability as well as undertakes objective and systematic research and analysis activities, as a part of this role. This is a position of trust that requires creative thinking and exemplary judgement to manage a wide-range of complex and sensitive issues/situations.

Given the nature of the work of the NEMA, staff may be required to work outside of standard business hours, particularly during the higher-risk weather season.

Our ideal candidate:

NEMA is looking for people who enjoy working in a rapidly evolving and forward thinking environment. With a focus on critical thinking skills, or the ability to quickly acquire critical thinking skills, our ideal candidate will assist to organise and deliver the remit for the Agency and SES, as well as assist the broader Executive Support team to deliver key business outcomes. Successful candidates will be experienced in the EA role, self‑driven and seek to directly influence the key outcomes of the organisation.

Specific duties/responsibilities:

Under broad direction, undertake highly complex general administration for the Coordinator-General and the Office. This includes, but is not limited to:

• Organising, scheduling and coordinating meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required. This includes;
  • Undertaking diary management, including prioritising time and drawing attention to matters of importance and/or sensitive/complex nature
  • Managing travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
  • Organising and coordinating activities/events on behalf of the executive, as required
  • Arranging and coordinating meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required
  • Preparing and managing meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information
  • Resolving highly complex and broad range issues that arise in the organisation of events. For example, using imagination and initiative when overcoming schedule conflicts or absence of resource availability.
• Addressing highly complex telephone enquiries and independently respond to internal and external queries
• Coordinating, establish and maintain high level collaborative relationships. This includes providing a responsive service and assisting junior EA’s and other team members to cultivate and foster collaborative relationships with stakeholders
• Providing quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with agency guidelines
• Identifying, designing, implementing and overseeing business improvement processes, including working with other Executive Assistants and staff across the organisation to support key business outcomes.

Role requirements/qualifications:

Mandatory

• Exemplary verbal and written communication skills, including being able to tailor to an audience and attention to detail to ensure consistency and accuracy of documentation
• Exemplary organisational skills, including time management and dealing with competing priorities
• Exemplary stakeholder engagement skills. Ability to liaise with internal and external stakeholders at various levels
• Knowledge, or the ability to quickly acquire and understanding, of the organisational relationships and the responsibilities of the Agency as well as relevant legislation, policies and procedures including but not limited to;
  • Public Service Act 1999
  • Public Governance, Performance and Accountability Act 2013
  • Official Travel Policy
• Exemplary judgement and decision-making ability including critical thinking skills to be able to analyse issues and develop reasoned conclusions
• Discretion and ability to deal with confidential and sensitive business matters.

Desirable

• Responsiveness to changing priorities in a dynamic environment
• Resilience and ability to work in an agile mindset, adapting to new and changing priorities
• Interpersonal effectiveness to build rapport and maintain stakeholder relationships
• High-level of initiative, flexibility and resourcefulness
• Resilience to maintain and meet performance standards in pressured and unpredictable environments
• Self-awareness and responsible for own actions
• Experience with IT Systems such as PDMS, Expense8, CTM, Visio, SAP, and Microsoft Office.

Applicant response:

As part of your application, you will be required to prepare a one-page (800 words maximum) Applicant Response document (minimum 11pt font in MSWord or PDF format), which you will upload in the next section, addressing;

• Provide examples on how your skills, knowledge and experience are relevant to the role requirements and responsibilities?
• Provide examples on when you had to use your knowledge and skills to engage with stakeholders? How successful was the engagement?
• Why are you interested in this role and what can you offer NEMA?
• Include specific examples or achievements that demonstrate your ability to perform this role.

Try not to duplicate information that can be found on your resume but do highlight any specific examples or achievements that will demonstrate your ability to perform the role.

How to apply:

As part of your application, you will need to provide:

• Your CV
• Your Applicant Response document
• Details of two referees
• Include your full name and the Requisition Number - 132630 in the footer of any documents being uploaded.

Eligibility and Specific Conditions of Employment

To be eligible to work with the NEMA you must:

• Be an Australian Citizen
• Fulfil the Agency’s minimum requirements by satisfactorily answering all screening questions during the application process
• Obtain and maintain the required AGSVA clearance
• Satisfy a probation period
• Undergo a health assessment (if applicable).
   

Technical Assistance

Notes

Remuneration: The Agency offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position.