APS6 - Executive Assistant to Deputy Secretary (Transport)

at  Australian Department of Infrastructure and Regional Development

CLOSING DATE AND TIME:

11.59pm AEST, Sunday, 14 July 2024
Work with us
At the Department of Infrastructure, Transport, Regional Development, Communications and the Arts (DITRDCA)our work touches the lives of all Australians and underpins our economy and society. We offer job security, regional and city work locations, as well as generous leave and superannuation entitlements. Our values and objectives are to be respectful, informed, collaborative, adaptive and accountable. Through our commitment to these values, as well as continuous learning and development, we maintain an inclusive, fulfilling and supportive environment that promotes the wellbeing of our people. Our Values also underpin our pro-integrity culture, where we promote professionalism and ethical work standards, and embed integrity in all aspects of our work. With opportunities to apply your skills across a uniquely diverse portfolio, you can find your purpose and discover new and rewarding opportunities that enrich and connect the lives of all Australians.
Your life. Your contribution. Your development. Your passion.
The department supports workplace diversity and values the contribution of people from diverse backgrounds. We encourage applications from Aboriginal and/or Torres Strait Islander peoples, people with disability, people with cultural and linguistic diversity, and LGBTIQ people. The department is committed to achieving gender equality and, in particular, supporting women’s progression into senior leadership.
The opportunity we have available
We are looking for an Executive Assistant (EA) to provide high level executive and administrative support, and to manage the Office of the Deputy Secretary, Transport Group. By supporting a Senior Executive in the department, you will play a critical role in managing the day-to-day business of the office. This includes communicating with a wide range of people, managing appointments, coordinating meetings, and responding to incoming communications.
You will also work collaboratively with the Executive Officer to the Deputy Secretary, other Senior Executives, and other EA’s in the Executive Team, across the Group and the department, to ensure objectives of the Group can be achieved in the timely manner.

It is the expectation that this position will be responsible for but not limited to:

• Acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high-level of customer service to all staff and external parties;
• Diary management including prioritising the Deputy Secretary’s time and drawing attention to matters of priority;
• Coordinating meetings with internal and external stakeholders and ensuring the Deputy Secretary has all the necessary information for meetings working collaboratively with the Executive Officer;
• Management of Deputy Secretary’s inbox using categories along with forwarding, flagging and printing emails;
• Tracking workflow items in and out of the office, including prioritising and monitoring, to ensure that work is managed appropriately and deadlines are met;
• Arranging travel and accommodation for the Executive, including reconciliation and maintenance of Executive travel and credit card accounts and related cost centres;
• Liaising with internal staff and external agencies including Ministers’ Offices on matters relating to the work area;
• Creation of briefing/meeting packs and other printing as required;
• Filing records in accordance with requirements for records management processes and security, including management and maintenance of document recording systems;
• Actively participate in the Executive Assistant Network;
• Maintaining the office of the Deputy Secretary and surrounding area at a professional standard; and
• Assisting the Executive Officer where required.

Who are we looking for?
To be successful in this position you will be a high performing experienced Executive Assistant who is task focused and able to exercise strong judgement in relation to your work.
You will be known for your ability to work well with others and understand the importance of maintaining positive relationships with key stakeholders, Ministers’ offices, staff from other Agencies and particularly with the Office of the Secretary and the offices of the other Deputy Secretaries.

We would like to work with you if you are:

• Proactive, energetic and show drive and enthusiasm for your work;
• Able to scan current and emerging priorities, identify the criticality of tasks, and manage the outcome as appropriate;
• Achieve results and quality outcomes by showing initiative and leadership, working in a small team

delivering multiple activities at any given time, often within tight timeframes;

• Demonstrated organisational and problems-solving skills, including the ability to prioritise one’s workload and escalate issues when required;
• Has a proven ability to productively negotiate and engage with high level stakeholders to enable timely and effective delivery of outcomes.
• Has demonstrated experience providing high-level support to senior management and the timely coordination of key cross-organisational processes.
• Think strategically, evaluating complex information from a variety of sources to make connections and sound decisions while exercising good judgement.
• Have the ability to be flexible and adapt to the changing needs of the office. Staying calm, focused and collaborative where required; and
• Able to exercise strong discretion in a position of trust.

Candidates with extensive experience providing high-level support to Senior Executives are highly desirable.
Eligibility requirements

Employment with the Department Infrastructure, Transport, Regional Development, Communications and the Arts is subject to conditions prescribed within the Public Service Act 1999 including:

• Citizenship: candidates must be an Australian citizen to be eligible for employment with the department.
• Health Assessment: the preferred candidate may be required to undergo a medical examination conducted by the department’s preferred medical provider.
• Security Clearance: the successful candidate must be able to obtain and/or maintain a security clearance at NV1. You must be willing to disclose all relevant and required information. You must have lived in Australia, or have a checkable background, for at least the preceding five years for Baseline Vetting clearances. More information on the security clearance vetting process is available on the Australian Government Security Vetting Agency (AGSVA) website.

How to apply
Applications for this opportunity close at 11:59pm AEST, Sunday 14 July 2024.
In applying for this position, you are not required to address individual selection criteria. Rather, you should provide a statement of no more than 2 pages outlining your background, capabilities and experiences, and how these align with the advertised role. You should also provide a CV, no more than 4 pages. The capabilities and behaviours required to be successful for this role are identified in the ‘Who are we looking for’ section.
Your application should be received through the department’s online recruitment system. Applications via Indeed will not be accepted.
If you experience any issues with the system please contact the recruitment team on 02 6274 6161 or via email at SESUnit@infrastructure.gov.au to discuss an alternative way to submit your application.
Please advise the contact officer if you require reasonable adjustments throughout the recruitment process. The department is committed to the accessibility of our systems. If you find accessibility limitations in our systems, please contact SESUnit@infrastructure.gov.au and an alternative application format will be provided to you.
Work with us. Apply now!

• Acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high-level of customer service to all staff and external parties;
• Diary management including prioritising the Deputy Secretary’s time and drawing attention to matters of priority;
• Coordinating meetings with internal and external stakeholders and ensuring the Deputy Secretary has all the necessary information for meetings working collaboratively with the Executive Officer;
• Management of Deputy Secretary’s inbox using categories along with forwarding, flagging and printing emails;
• Tracking workflow items in and out of the office, including prioritising and monitoring, to ensure that work is managed appropriately and deadlines are met;
• Arranging travel and accommodation for the Executive, including reconciliation and maintenance of Executive travel and credit card accounts and related cost centres;
• Liaising with internal staff and external agencies including Ministers’ Offices on matters relating to the work area;
• Creation of briefing/meeting packs and other printing as required;
• Filing records in accordance with requirements for records management processes and security, including management and maintenance of document recording systems;
• Actively participate in the Executive Assistant Network;
• Maintaining the office of the Deputy Secretary and surrounding area at a professional standard; and
• Assisting the Executive Officer where required