APS4/5 Executive Assistant

Executive Assistant – Free Trade Agreement and Stakeholder Engagement Division

 

Group	The Trade and Investment Group (TIG) pursues trade and investment opportunities for the Australian community and economy by engaging across multilateral forums to promote and preserve the rules-based order; supporting Australian businesses to secure opportunities globally by helping them navigate disruptions to global markets and supply chains; seeking new market opportunities for Australian businesses through the negotiation, implementation, review and advocacy of free trade agreements; and working with government agencies to ensure Australia’s domestic policies support Australian business and industry, encourage foreign investment and boost global competitiveness.
Division	The Free Trade Agreements and Stakeholder Engagement Division (FSD) is responsible for negotiating and implementing free trade and digital trade agreements, as well as developing and supporting the Australian Government’s policy and implementation of free trade agreements and trade and development policy and programs. The Division is also responsible for trade and investment advocacy, free trade agreement awareness and utilisation, and a wide range of stakeholder engagement.
Position Number	TBC
Position Title	Executive Assistant
Classification Level	APS 5 equivalent
Commencement date:	ASAP
Location	Canberra – Barton
Employment Type	Labour Hire
Flexible work available?	On site- full time
Remote work available Yes/No?	No
Security Clearance level required	NV1 minimum
Security comments –
Contact Officer	Name: Sharni Lightowler
	Phone: 02 6178 4279
	Email: [email protected]

 

Position summary

The Free Trade Agreements and Stakeholder Engagement Division (FSD) leads free trade agreement (FTA) negotiations and implementation to reduce or eliminate barriers to trade in goods, services, and investment. The Division also leads trade and investment related stakeholder engagement to help to maintain and stimulate the competitiveness of Australian businesses, including First Nations enterprises. It manages an overseas development assistance (ODA) portfolio designed to support developing country and Least Developed Country partners to implement FTA and WTO obligations and access the benefits of regional and multilateral rules-based trading architecture.

As the executive assistant, you will work closely with the senior executives and other senior staff members to deliver on high profile priorities for the Branch and broader division.

You will have the opportunity to network with all levels of the Department, and externally with other agencies. You will be required to demonstrate judgment and professionalism in your dealings with a diverse array of internal and external stakeholders.

Key Duties

Key duties may include:

• Manage the office and diary of multiple SES Band 1 (or equivalent), and as required;
• Manage the SES Officer/s email inbox, calendar and appointments, and associated briefing requests as required;
• Coordinate and prepare meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlines
• Assist with managing the workflow of the senior executive , including prioritising submissions and briefings, meetings, and correspondence. Assess competing priorities and propose recommendations;
• Manage office systems and records using Microsoft Office, SAP, PDMS and TRIM (electronic file management systems)
• Organise domestic and international travel, including travel minutes, 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 with your team, and across the department to achieve outcomes
• Duties may vary according to the priorities and needs of the SES Officer/s you are working with.
• Provide backfill support to the Executive Officer in a limited capacity where required.
• Other similar duties as required.

 

 

Our Ideal Candidate/Capabilities required

This role requires exceptional flexibility, with some functions performed under direct instructions and others performed with a high degree of initiative and independence. The candidate will need to apply sound judgment in providing executive and administrative assistance to senior executives, evaluate changes and use common sense to solve problems that may be challenging at times.

 

 

 

 

Behavioural capabilities	Technical capabilities	Knowledge capabilities
communication skills, management skills, stakeholder engagement skills	Admnistration skills	Foundational level knowledge of Australia’s trade agenda.

Advancing the interests of Australia and Australians internationally