Job Description

Executive Assistant and Executive Officer

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Department of Parliamentary Services – Canberra ACT

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12d ago , from Parliament of Australia Department of Parliamentary Services

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Classification: Parliamentary Service Level 5

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Division: Finance and Property Services Division

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Immediate supervisor: First Assistant Secretary (FAS), Finance and Property Services Division.

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Duty Statement

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Under limited/general direction undertake duties in accordance with the agreed standards for the Parliamentary Service Level 5 classification. The duties will include, but are not limited to, the following:

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- Provide high level administrative support directly to the First Assistant Secretary.
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- Manage the First Assistant Secretary's email inbox, calendar, appointments, and associated briefing requests. This includes tracking tasks to ensure they are completed according to priority and deadlines.
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- Draft correspondence which may involve conducting research and input from other areas.
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- Coordinate meetings and provide secretariat support as required. This includes drafting agendas, taking minutes, preparing meeting papers, and keeping accurate meeting records.
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- Provide financial management support through credit card reconciliation, travel arrangements, stationary orders, processing invoices, and other simple procurement activities as required.
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- Manage office systems and records using Microsoft Office, PDMS and Content Manager 10.
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- 7. Liaise with key internal and external stakeholders to build strong relationships across the department and other branches.
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Classification: Parliamentary Service Level 6

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Division: Finance and Property Services Division

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Immediate supervisor: First Assistant Secretary (FAS), Finance and Property Services Division.

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This role requires sound judgement, discretion and the ability to manage competing priorities in a fast-paced environment.

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To succeed in this role, you will demonstrate:

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- Strong organisational skills and the ability to manage competing priorities, meet tight deadlines and maintain attention to detail.
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- The ability to coordinate multiple tasks and monitor workflow in a dynamic executive environment.
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- A proactive and adaptable approach, with the ability to anticipate issues and respond to changing priorities.
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- Excellent interpersonal skills and the abilty to establish trusted relationships with a broad range of stakeholders.
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- The ability to work collaboratively amd contribute to a high- performing executive team.
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- Strong written and verbal communication skills, including the abilty to prepare clear, accurate and professional documentation.
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- 7. The ability to communicate effectively with stakeholders at all levels.
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- 8. Strong attention to detail and commitment to quality assurance.
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- 9. Discretion and professionalism when handling confidential and sensitive information.
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- 10. Contribution to a respectful, inclusive and culturally safe workplace.
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- 11. Flexibility, resilience and a willingness to support team priorities.
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Employees of DPS are required to be able, and to be seen to be able, to provide qualified advice and services to all Senators and Members without favour or prejudice.

📌 Executive Assistant and Executive Officer (Canberra)
🏢 Department of Parliamentary Services
📍 Canberra