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
- Registeringincomingandoutgoingcorrespondence, emailsand 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 current systems
- Experience with Microsoft office suite

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📌 Executive Assistant (Canberra)
🏢 SOS Recruitment
📍 Canberra