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 recent 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
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📌 Aps4 Executive Assistant (Canberra)
🏢 SOS Recruitment
📍 Canberra