Position Overview

Working closely with senior leaders, the Executive Assistant provides high-level executive and administrative support to enable the effective and efficient delivery of business priorities. The role is varied and dynamic, requiring a high degree of professionalism, discretion, initiative and sound judgement in a fast-paced environment.

The Executive Assistant is responsible for delivering comprehensive administrative, coordination and office management services, including managing complex schedules, coordinating workflows, preparing correspondence and briefing materials, and supporting governance, reporting and stakeholder engagement activities. The role works closely with internal teams and external stakeholders, contributing to the smooth operation of the branch and supporting a positive, team-oriented and high-performing workplace culture.

We are currently recruiting for two Executive Assistant positions:

- Executive Assistant to the Branch Head, People & Payroll
- Executive Assistant to the Chief Information Officer

Position Duties

- Provide high‑level executive support to a Senior Executive, including complex diary management, correspondence, email, travel and meeting coordination.
- Manage the day‑to‑day operations of the executive office, exercising judgement, confidentiality and discretion in prioritising competing demands.
- Coordinate workflows, submissions, briefs and action items to ensure timely delivery, follow‑up and effective information flow.
- Prepare, review and coordinate a broad range of executive documentation, including briefings,



reports, correspondence, presentations and meeting papers.
- Plan and provide secretariat support for meetings, including agendas, papers, minutes and tracking of outcomes and actions.
- Plan, coordinate and deliver internal and external events, forums and stakeholder engagements, ensuring activities are executed to a high standard and within agreed timeframes.
- Contribute to a positive, inclusive and professional branch culture by supporting engagement activities, communicating effectively, and modelling APS Values and behaviours.
- Act as a key liaison with internal and external stakeholders, building effective working relationships on behalf of the executive.
- Maintain and continuously improve administrative systems, processes and records in line with APS policies, governance and compliance requirements.

Selection Criteria

1. Demonstrated experience providing high-level administrative and executive support services. Experience as an Executive Assistant supporting senior executives will be highly regarded.
2. Strong organisational, planning and time management skills, with the ability to effectively manage competing priorities,



adapt to changing requirements and perform under pressure.
3. Demonstrated ability to build and maintain positive and productive working relationships with a diverse range of stakeholders, including senior leaders and external partners.
4. Well-developed oral and written communication skills, including the ability to communicate effectively with stakeholders at all levels and prepare professional correspondence, reports and other business documents.
5. Proven ability to exercise sound judgement, maintain confidentiality and handle sensitive information with professionalism, discretion and integrity.
6. Demonstrated ability to work independently, show initiative, anticipate business needs and identify practical solutions to support the effective operation of the branch.
7. High level attention to detail and commitment to delivering accurate, timely and quality outcomes.
8. Proficiency in Microsoft 365 applications and experience using business systems and technology to support administrative, governance and office management functions.

How to apply As part of your application, you will be required to submit a one-page pitch outlining your experience and suitability for the role. Please ensure this document is attached before submitting your application.

If you have any technical issues with applying, please email [email protected]

Contact Officer For more information, please contact Jane Sandry via email [email protected] or by phone: on [0477 995 336](tel:0477 995 336).

📌 Executive Assistant (Melbourne)
🏢 Federal Court of Australia
📍 Melbourne