APS5 Executive Assistant
3rd December, 2023

Must hold a current NV2 Security Clerance.


The department has a requirement for an Executive Assistant to work collaboratively across the Diplomatic Security Division (DSD). Our Ideal Candidate You will be an experienced administration professional, with the ability to operate under general direction, providing specialist administrative support, and advice to influence the decisions made by others. This role calls for an individual that is highly organised, personable, flexible and agile. You will understand customer centricity and be comfortable with conversing and interacting with a range of internal and external stakeholders. You possess a proven ability to think on your feet and proactively find solutions to issues as and when they arise. You have a strong understanding of the bigger picture and your proactiveness will be crucial in supporting the DSD Senior Executive.


Candidates will:

· have excellent interpersonal skills – as the ‘face of the office’ be able to interact positively with a wide variety of stakeholders.

· be approachable and build and sustain positive relationships with stakeholders.

· be highly organised – adept at managing multiple diaries and the reprioritisation of tasks to accommodate competing and changing priorities.

· thrive in a high-volume environment, working with limited direction and supervision.

· handle sensitive information with tact and discretion, maintain confidentiality and adhere to the APS Code of Conduct and values.


Key Duties


As an Executive Assistant you will work collaboratively with the Executive Officer to manage the office and diary of multiple SES Officers.

In this role, responsibilities include.

· manage the SES Officer/s email inbox, calendar and appointments, and associated briefing requests.

· coordinate and prepare meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlines.

· manage office systems and records using Microsoft Office, SAP, PDMS and TRIM (electronic file management systems)

· undertake research and analysis to support project and administration or coordination tasks.

· organise domestic and international travel, including visa applications, travel itineraries and financial reconciliations.

· operate with discretion and use judgement in managing the flow of work and visitors for your SES.

· work collaboratively across the department to achieve outcomes.

· provide support and assistance to the administrative coordination units in your work area. Duties may vary according to the priorities and needs of the SES Officer/s you are working with.

You can’t apply as it’s expired.