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UM Canberra c/- 100 Chalmers Street
SURRY HILLS 2010, NSW, Australia

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Executive Assistant (Various)


Job Description:

The Opportunity:
We are seeking a number of Executive Assistants (EA) at the APS 4 and APS 5 classifications to provide high level executive and administrative support to our NIAA Executives including diary management, coordination of meetings, management of incoming communications and Branch/Group support as appropriate. The roles also require working closely with our internal EA and Executive Officer networks. Working under limited direction and closely with our Executives you will undertake operational and administrative duties for the Agency.

APS 4 Executive Assistants are required to support one or more Branch Managers (SES Band 1) and coordinate the administrative functions and operations of one or more Branch Managers’ work places. The duties of the APS 4 Executive Assistant roles generally include, but are not limited to:

  • Provide administrative support to senior officers as directed, including diary management, control and coordination of correspondence and other documentation (both electronic and paper based), conduct of minor research, and efficient use of office systems.
  • Assist with more involved stakeholder enquiries, correspondence and operational issues.
  • Manage correspondence including monitoring and tracking incoming and outgoing.
  • Arrange meetings including collation of papers, venue and catering as required.
  • Travel arrangements.
  • Provide personnel support for the senior executives, including management of staff onboarding and separations and HDA requests.
  • Procurement requirements, including credit card reconciliation and compliance reporting.
  • Manage computer-based applications for the work area and prepare associated reports.
  • Liaise with internal and external stakeholders and ensure the effective delivery of information and services.
APS 5 EAs will support a Group Manager (SES Band 2) and potentially one or more Branch Managers (SES Band 1) and coordinate the administrative functions and operations of their work place.  In addition to the above, duties of the APS 5 Executive Assistant roles include, but are not limited to:

  • Provide high level administrative support to senior executives as directed.
  • Coordinate and provide oversight of executive support services across the Group.
  • Conduct research, control and coordination of correspondence and other documentation including quality control and the preparation of more complex correspondence and reports, and efficient use of office systems and exercise of financial delegations.
  • Maintain computer-based applications and manipulate data to provide stakeholders and senior management with timely, accurate and useful data and reports.
  • Respond to requests from stakeholders and senior management for information or advice on policy, administrative or operational matters including advice of a technical or specialist nature.
  • Provide guidance, mentoring and support for junior EAs within the Group.
Our Ideal Candidate
Our ideal candidates will be administrative and/or Executive Assistant professionals who are self-starters, have good judgement, are organised, and results oriented. You will have experience in providing support to senior executives and a demonstrated capacity in liaising and working professionally with a diverse range of people. You will have great attention to detail with the ability to adapt to competing priorities and stay focused in a fast paced and high pressure working environment. You should also be comfortable working with technology and operating in a flexible and dynamic workspace.

In addition, our ideal candidates will have the following skills and experience:
  • A high level of professionalism, discretion, sensitivity and interpersonal skills.
  • Demonstrated resilience and proven capacity to work in a fast paced and often high pressure environment with limited supervision.
  • High level organisational skills and the ability to multi-task and work under pressure to meet deadlines.
  • Good written and verbal communication skills including the ability to negotiate with a broad range of audiences.
  • An ability to anticipate stakeholder needs, both internally and externally, coupled with the ability to use initiative, discretion and maintain a high level of confidentiality.
  • Understanding and application of the APS Code of Conduct and Values.
To be eligible for these positions you must be an Australian Citizen by the application closing date.
How to apply:
If this sounds like the opportunity you are looking for, we want to hear from you!  Submit an online application through the NIAA Careers page by Sunday, 16 February 2020 at 11:30pm AEDT.


Administrative-Clerical: Administrative Support, Claims Processing, Data Entry-Order Processing, Executive Support, Filing-Records Management, General-Other: Administrative-Clerical, Office Management, Property Management

Job ID:


Employment Type:

Full time


Canberra, ACT, Australia


Executive Assistant (Various)


Admin-Clerical, Hospitality-Hotel, Management




APS 4 $(68,495 – $73,253) APS 5 ($75,626 - $80,851) per year