Executive Assistants at IP Australia are integral to the smooth operation of the agency. They provide high-level executive and administrative support to Senior Executives and their teams, ensuring the effective coordination and delivery of business priorities.

We are seeking a highly organised, tech savvy and detail- orientated individual to join our team. Our ideal candidate is an adaptable professional with excellent communication skills, strong judgement and the ability to build productive working relationships.

The Executive Assistant role is a position of trust that requires emotional intelligence, discretion and a high level of personal integrity.

You will act as a key point of contact for internal and external stakeholders, representing Senior Executives and the agency with professionalism, while coordinating administrative functions across the branch in collaboration with other Executive Assistants.

This role is suited to individuals who thrive in agile environments, demonstrate strong problem-solving capability, and confidently manage competing priorities.

- Providing executive and administrative support to one or more General Managers, including proactively managing schedules, calendars, inboxes, correspondence, anticipating needs and ensuring your Executive isn’t overcommitted.
- Coordinating meetings, events and business activities, including logistics, agendas and briefing materials, recording minutes, and tracking follow-up actions.
- Supporting branch operations by coordinating workflows, arranging travel and accommodation, preparing supporting documentation, and managing credit card acquittals.
- Preparing and quality assuring a range of documentation, including correspondence, briefs,



reports and presentations.
- Processing invoices and payments, supporting procurement activities, and maintaining financial records in line with agency requirements.
- Maintaining business information and records, including organisational charts, distribution lists, staffing information and access requests.
- Managing and maintaining business group SharePoint and intranet content, including newsletters, all-staff communications, events and key business information.
- Applying agency policies, procedures to provide administrative support and ensure compliance activities requirements are met.
- Building and maintaining productive relationships with internal and external stakeholders, coordinating inputs, managing competing priorities, and negotiating timeframes where required.
- Exercising sound judgement and discretion in handling sensitive, confidential and priority matters.
- Collaborating with Executive Assistants and other support staff across the agency to share information and ensure consistent way of working.

Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS).

All applicants offered employment will be required to successfully undergo a pre-engagement screening check,



even if they have a security clearance. The screening check involves reviewing your background & personal circumstances to minimise risks in giving access to IP Australia information/resources. This screening check is conducted in accordance with the Australian Government Protective Security Policy Framework requirements.

Some applicants may be able to obtain and maintain a security clearance at a specified clearance level – please check the vacancy information section for security clearance requirements.

The successful applicant must be willing to disclose all relevant and required information.

We are looking to fill this position on an ongoing basis. Future positions may be offered on an ongoing or non-ongoing basis subject to operational requirements. Where a non-ongoing position is offered, the role will be filled for a specified term of up to 12 months initially with the possibility of extension.

At the end of the recruitment process, a merit pool of suitable candidates may be created. Those found suitable will be advised that they have been placed in the pool. The merit pool is valid for 18 months from the date the process was advertised. The merit pool may be used throughout the period to fill similar positions in the event positions become vacant.

IP Australia acknowledges that those with diverse experiences, perspectives, and backgrounds enhance our workplace and our capability for innovation. Aboriginal and/or Torres Strait Islander People, People with Disability and LGBTIQA+ people are encouraged to apply for any advertised position, that they may be suitable for, within IP Australia.

📌 Executive Assistant (Australian Capital Territory)
🏢 Ip Australia
📍 Australian Capital Territory