Overview of the branch and section

The Chief Operating Officer (COO) Group provides corporate and enabling services, including finance, human resources, audit and risk, governance, communications, media, property, technology, data analytics, legal and parliamentary services. The group also oversees shared services arrangements with Home Affairs and the claims assurance process for Disaster Recovery Funding Arrangement (DRFA) programs.

The Emergency Management and Response (EMR) Group provides national preparedness, crisis coordination, response and early recovery support across all hazards. The group leads national operational capability uplift, exercising, lessons management and specialist capability, and manages key Australian Government crisis coordination functions and national-level plans under the Australian Government Crisis Management Framework.

The Disaster Resilience and Recovery (DRR) Group is responsible for disaster recovery, risk reduction and resilience policy and programs. The group administers funding programs, including the Disaster Recovery Funding Arrangements (DRFA) and the Disaster Ready Fund (DRF), and leads policy on natural hazard risk reduction, insurance, international engagement, disaster funding reform and national emergency management governance.

About the role

The Executive Assistant role provides high-quality executive and administrative support to Senior Executive Service (SES) officers. The role works with autonomy and accountability, manages competing priorities, shares information and expertise, and supports effective work practices and procedures.

The role builds effective stakeholder relationships, assists with straightforward to moderately complex issues, and contributes to NEMA’s broader Executive Support team. Working under limited direction in a complex and fast-paced environment, the Executive Assistant must exercise sound judgement, discretion and initiative to manage a range of matters as they arise.

At times staff within NEMA may be required to work outside of standard business hours.

Our ideal candidate

To be successful in this role, the individual will be self-motivated, adaptable and comfortable working in a rapidly evolving and forward-thinking environment. They will demonstrate strong critical thinking skills, or the ability to quickly develop them, to support branches and senior executive officers in delivering key priorities and outcomes. The successful candidate will work collaboratively across the Executive Support team, contribute to the effective delivery of business outcomes and identify opportunities to directly support the agency’s objectives.

We encourage applications from First Nations people, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds,



mature age people and people from other diverse backgrounds. We are committed to providing a working environment that values diversity and inclusion and supports staff to reach their full potential.

The key duties of the position include:

Under limited direction, undertake routine to moderately complex general administration, including:

- Provide diary and meeting management support to SES officers, including coordinating appointments, stakeholder engagements, venue bookings and associated logistics and resources
- Coordinate travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
- Build and maintain effective working relationships with internal and external stakeholders, providing skilled and responsive administrative support
- Manage routine and moderately complex enquiries on behalf of the SES officers, responding to requests and support the coordination of executive workloads
- Prepare and coordinate meeting agendas, briefing materials, correspondence and administrative documentation and record meeting minutes, outcomes and decisions in line with agency policies and procedures
- Work collaboratively with executive assistants and employees across the agency to support business outcomes and contribute to the continuous improvement of administrative processes
- Monitor and track incoming documents to ensure correspondence is triaged and actioned appropriately.

Role requirements/qualifications:

- Demonstrated strong written and verbal communication skills
- Strong organisational and time management skills, including the ability to manage competing priorities and meet deadlines in a fast-paced environment
- Demonstrated ability to build and maintain effective working relationships with internal and external stakeholders at all levels
- Knowledge of, or the ability to quickly acquire, an understanding of organisational relationships, agency functions and business priorities
- Demonstrated sound judgement and problem-solving skills, including the ability to analyse issues and develop practical solutions
- Proven ability to adapt and work effectively in a dynamic and evolving environment
- Demonstrated discretion and the ability to handle confidential and sensitive information appropriately
- High level of attention to detail, ensuring accuracy, consistency and quality of documentation and administrative processes




- Strong interpersonal skills, with the ability to build rapport and maintain productive stakeholder relationships
- Self-awareness, initiative, flexibility and resourcefulness when managing competing demands and challenges
- Ability to work independently, take ownership of tasks and contribute effectively as part of a team.

Eligibility

To be eligible to work with the NEMA you must:

- Be an Australian Citizen
- Fulfil the Agency's minimum requirements by satisfactorily answering all screening questions during the application process and successfully undergo a National Police Check
- Obtain and maintain a Baseline Vetting (AGSVA) security clearance
- Satisfy a probation period (if applicable)
- Undergo a health assessment (if applicable).

Notes

The Agency offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position.

If you have identified as having a disability, please indicate whether you require any support throughout the selection process. For further information please contact ***********@homeaffairs.gov.au.

Getting to know the National Emergency Management Agency

Who we are: NEMA works closely with local communities as well as state and territory governments to deliver the best outcome for communities across Australia. To help communities respond and recover, while preparing Australia for future emergencies, we:

- fund programs and initiatives, big and small, that help communities in times of emergency, as well as to recover and prepare, including through disaster recovery funding and the Disaster Ready Fund to help reduce the risk and impact of disasters;
- work with communities, industry and non-government organisations by connecting local Regional Support Officers and other NEMA staff right around Australia, to share lessons learnt, provide awareness on navigating government services, and gain community and industry-led ideas and concepts to inform strategic policy and planning;
- provide national leadership to share knowledge, situational awareness, and trends in disaster efforts to inform, guide and shape the national picture and decision-making at the Commonwealth, state and local government level – including through policy development and strategy to improve risk reduction, resilience and recovery; and
- provide round-the-clock all-hazards monitoring and operational coordination for domestic and international emergencies, including supply chain disruptions, critical infrastructure outages, biosecurity risks and widespread cyber-attacks, and through supporting preparedness and response activities, including through the operationalisation of the Australian Government Crisis Management Framework.

📌 NEMA Executive Assistant (Australian Capital Territory)
🏢 Australian Department Of Home Affairs
📍 Australian Capital Territory