Executive Assistants

Requisition Number: 131192Position Number/s: SeveralClassification: APS Level 5 Location: ACT  Division: Executive Division  Branch: N/A  Section: Multiple  Security Classification: Baseline Vetting Salary: $79,375.00 to $84,859.00  Contact: Davina Marotte  Email: **************@nema.gov.auPeriod of Vacancy: OngoingNumber of Vacancies: Several

Applications close: Monday 19 February 2024 at 11:59pm (midnight) - AEDT. 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.

National Emergency Management Agency:

National Emergency Management Agency (NEMA) was established on 1 September 2022 as a single, accountable Commonwealth authority 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 works closely with local communities as well as state and territory Governments to deliver the best outcome for communities across Australia. To help communities respond and recover, while preparing Australia for future emergencies, we:

• Fund programs and initiatives, big and small, that help communities in times of emergency, as well as to recover and prepare, including through disaster recovery funding and the Disaster Ready Fund to help reduce the risk and impact of disasters
• Work with communities, industry and non-government organisations by connecting local Regional Support Officers and other NEMA staff right around Australia, to share lessons learnt, provide awareness on navigating Government services, and gain community and industry-led ideas and concepts to inform strategic policy and planning
• Provide national leadership to share knowledge, situational awareness, and trends in disaster efforts to inform, guide and shape the national picture and decision-making at the Commonwealth, state and local Government level – including through policy development and strategy to improve risk reduction, resilience and recovery; and
• Provide round-the-clock all-hazards monitoring and operational coordination for domestic and international emergencies, including supply chain disruptions, critical infrastructure outages, biosecurity risks and widespread cyber-attacks, and through supporting preparedness and response activities, including through the operationalisation of the Australian Government Crisis Management Framework.

Overview of the Branch and Section:

Executive Assistants (EA) within NEMA report directly to Senior Executive Service (SES) officers. The EA works under limited direction within a small executive support team in a complex and fast-paced environment. This is a position of trust that requires creative thinking, and sound judgement, to manage various types of issues/situations as they arise.

About the role:

The APS5 EA is required to share information/expertise, monitor work practices, set basic work priorities and develop procedures. 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.

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 branches and SES, as well as assist the broader Executive Support team to deliver key business outcomes. Successful candidates will be self‑driven and seek to directly influence the key outcomes of the organisation.

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.

Specific duties/responsibilities:

Under limited direction, undertake routine to moderately complex general administration. This includes, but is not limited to;

• Organise, schedule and coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required. This includes;
  • Resolving moderate to complex issues that arise in the organisation of events. For example, using imagination and initiative when overcoming schedule conflicts or absence of resource availability
  • Coordinating travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
  • Preparing agendas and meeting materials. Record meeting minutes, outcomes and decisions for internal and external meetings as well as committees and forums
• Addressing moderate to complex telephone enquiries and independently respond to internal and external queries
• Provide quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines including monitoring and tracking incoming documents to ensure correspondence is triaged and actioned accordingly
• Establish and maintain collaborative relationships with internal and external stakeholders. This includes providing a responsive service and assisting junior EA’s and other team members to cultivate and foster collaborative relationships with stakeholders
• Undertake other administrative tasks and ad hoc activities for the executive, as required.

Role requirements/qualifications:

Mandatory

• Strong verbal and written communication skills, including being able to tailor to an audience and attention to detail to ensure consistency and accuracy of documentation.
• Excellent organisational skills, including time management and dealing with competing priorities
• Strong 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
• Strong judgement and decision-making ability including critical thinking skills to be able to analyse issues and develop reasoned conclusions
• Discretion and able to deal with confidential and sensitive business matters.

Desirable

• Resilience and ability to work with an agile mindset, adapting to new and changing priorities.
• High level of initiative, flexibility and resourcefulness
• Resilience to maintain and meet performance standards in pressured and unpredictable environments
• Attention to detail to ensure consistency and accuracy of documentation
• Interpersonal effectiveness to build rapport and maintain stakeholder relationships
• Self-awareness, high-level of initiative, flexibility and resourcefulness
• A high level of integrity, discretion and ability to deal with confidential and sensitive business matters
• Self-starter who works well independently and has a collaborative mindset to work as part of the team.

Applicant response:

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

• How your skills, knowledge and experience are relevant to this role?
• When have 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 - 131192 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.