APS4 Duties: The duties of the APS4 Executive Assistant role generally include, but are not limited to:

Provide high level administrative support to Assistant secretary as the first point of contact for the office:

Diary management

Email management and follow up on action items when items are due to ensure deadlines are met

Anticipate requirements for, and initiate the timely preparation of briefing material prior to the meetings attended by the Assistant Secretary

Quality control of documents for Assistant Secretary’s office, telephone calls, in person or otherwise and actioning as appropriate

Screening of inquiries to the Assistant Secretary’s office, telephone calls, in person as the first point of contact for the office

Liaising with internal and external stakeholders

Screening of inquiries to the Credit card acquittal

Arrange and acquit domestic and international travel as required

Undertake research and preparation of correspondence as required and requested by the Assistant Secretary

Liaise with corporate areas (property/IT) to complete tasks for the Assistant Secretary’s office

Management and coordination of workflow to ensure all deadlines are met





Distribution and management of ministerial submissions and ministerial correspondence in PDMS

Meeting logistics including collation of papers, venue and catering as required

Registeringincomingandoutgoingcorrespondence, emailsand documents,and distribution in a timely manner

Maintain and update telephone and email contact lists.

Ensure that all hardcopy, electronic documents and emails are filed in accordance with approved records management processes and security requirements.

Provide back-up administrative support across the division as required

Liaise with FAS EA to coordinate deadlines for the FAS office

Desirable attributes:

Strong communication skills

Ability to build and maintain strong relationships at all levels

Versatile and adaptable

Proactive

Take initiative in coming up with new processes or improve processes and systems to improve efficiencies

Good judgement

Ask questions

Ability to pick up processes quickly and adapt to new systems

Experience with Microsoft office suite

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📌 Executive Assistant (Canberra)
🏢 SOS Recruitment
📍 Canberra