Job Description
APS4 Duties:
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The duties of the APS4 Executive Assistant role generally include, but are not limited to:
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Provide high level administrative support to Assistant secretary as the first point of contact for the office:n
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Diary management
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Email management and follow up on action items when items are due to ensure deadlines are met
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Anticipate requirements for, and initiate the timely preparation of briefing material prior to the meetings attended by the Assistant Secretary
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Quality control of documents for Assistant Secretary's office, telephone calls, in person or otherwise and actioning as appropriate
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Screening of inquiries to the Assistant Secretary's office, telephone calls, in person as the first point of contact for the office
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Liaising with internal and external stakeholders
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Screening of inquiries to the Credit card acquittal
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Arrange and acquit domestic and international travel as required
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Undertake research and preparation of correspondence as required and requested by the Assistant Secretary
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Liaise with corporate areas (property/IT) to complete tasks for the Assistant Secretary's office
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Management and coordination of workflow to ensure all deadlines are met
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Distribution and management of ministerial submissions and ministerial correspondence in PDMS
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Meeting logistics including collation of papers, venue and catering as required
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Registeringincomingandoutgoingcorrespondence,
emailsand documents,and distribution in a timely manner
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Maintain and update telephone and email contact lists.
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Ensure that all hardcopy, electronic documents and emails are filed in accordance with approved records management processes and security requirements.
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Provide back-up administrative support across the division as required
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Liaise with FAS EA to coordinate deadlines for the FAS office
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Desirable attributes:
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Solid communication skills
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Ability to build and maintain strong relationships at all levels
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Flexible and adaptable
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Proactive
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Take initiative in coming up with new processes or improve processes and systems to improve efficiencies
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Good judgement
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Ask questions
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Ability to pick up processes quickly and adapt to new systems
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Experience with Microsoft office suite
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📌 Aps4 Executive Assistant (Canberra)
🏢 SOS Recruitment
📍 Canberra