Gaz - Act - Aps4 - Nema Executive Assistants

GAZ – ACT – APS4 – NEMA Executive Assistants
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:
Executive Assistants within NEMA report directly to Senior Executive Service (SES) officers. The Executive Assistant works under limited direction, within a complex and fast?paced environment. This is a position of trust that requires sound judgement, and creative thinking, to manage various types of issues and situations as they arise.
About the role:
The Executive Assistant exercises autonomy and accountability as a part of the role, and is required to share information and expertise with colleagues, monitor work practices, set basic work priorities and develop procedures. They are responsible for building rapport and maintaining stakeholder relationships and assisting with the resolution of straightforward, to moderately complex, issues. The Executive Assistant will also form part of the broader Executive Support team within NEMA, to deliver and enable key business outcomes.
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 fast paced 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 key responsibilities for Branches and SES, as well as assist the broader Executive Support team. The successful candidates will be self?motivated and driven, and will seek to directly influence the key objectives of the Agency.
Specific duties/responsibilities:
Under limited direction, undertake routine to moderately complex general administration. This includes, but is not limited to;

• Diary management including organising, scheduling and coordinating activities for the SES.
• Establish and maintain collaborative relationships with internal and external stakeholders.
• Proactively managing the workload of the SES by addressing routine, to moderately complex, enquiries and independently responding to internal and external queries.
• Quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice, in accordance with departmental guidelines.
• Contribute to the improvement of business processes, including working with other Executive Assistants and staff across the organisation to support key business outcomes.

Role requirements/qualifications:
Mandatory

• Strong written and verbal communication skills.
• Excellent organisational skills, including time management and dealing with competing priorities.
• Strong stakeholder engagement skills and the ability to liaise with internal and external stakeholders at various levels.
• Knowledge, or the ability to quickly acquire an understanding, of organisational relationships and the responsibilities of the Agency
• Sound judgement and decision-making ability including critical thinking skills, or the ability to quickly acquire critical thinking skills, to be able to analyse issues and develop reasoned conclusions.
• Proven experience to adapt in a fluid and ever-changing environment.

Desirable

• Resilience and ability to work with an agile mindset, adapting to new and changing priorities.
• 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.
Please ensure you read the instructions carefully, noting failure to address identified requirements may lead to your application being deemed ineligible.
As part of your application, you will need to provide:

• A concise CV/Resume – clearly outlining your work experience, educational qualifications and relevant skills
• Your Applicant Response document – addressing the above applicant response instructions.
• Details of two referees (one referee is required to be your current supervisor/manager) who can attest and validate your credentials and suitability for the role.

Include your full name and the Requisition Number - 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

Applications close: February 12, 2024