APS4 Executive Assistant

APS4 Duties:

The duties of the APS4 Executive Assistant role generally include, but are not limited to:

• Provide high level administrative support to Assistant secretary as the first point of contact for the office:
  • Diary management
  • Email management and follow up on action items when items are due to ensure deadlines are met
  • Anticipate requirements for, and initiate the timely preparation of briefing material prior to the meetings attended by the Assistant Secretary
  • Quality control of documents for Assistant Secretary’s office, telephone calls, in person or otherwise and actioning as appropriate
  • Screening of inquiries to the Assistant Secretary’s office, telephone calls, in person as the first point of contact for the office
  • Liaising with internal and external stakeholders
  • Screening of inquiries to the Credit card acquittal
  • Arrange and acquit domestic and international travel as required
  • Undertake research and preparation of correspondence as required and requested by the Assistant Secretary
  • Liaise with corporate areas (property/IT) to complete tasks for the Assistant Secretary’s office
• Management and coordination of workflow to ensure all deadlines are met
• Distribution and management of ministerial submissions and ministerial correspondence in PDMS
• Meeting logistics including collation of papers, venue and catering as required
• Registering incoming and outgoing correspondence, emails and documents, and distribution in a timely manner
• Maintain and update telephone and email contact lists.
• Ensure that all hardcopy, electronic documents and emails are filed in accordance with approved records management processes and security requirements.
• Provide back-up administrative support across the division as required
• Liaise with FAS EA to coordinate deadlines for the FAS office

 

Desirable attributes:

• Strong communication skills
• Ability to build and maintain strong relationships at all levels
• Flexible and adaptable
• Proactive
• Take initiative in coming up with new processes or improve processes and systems to improve efficiencies
• Good judgement
• Ask questions
• Ability to pick up processes quickly and adapt to new systems
• Experience with Microsoft office suite