October 22, 2024

Australian Government - Department of Climate Change, Energy, the Environment and Water

Canberra

Executive Assistant

APS 5 - $81,690 - $89,615 per annum plus superannuation
Emissions Reduction Division
Canberra, ACT

Who we are
The Emissions Reduction Division develops and implements policies and programs to get (and keep) Australia on track to reduce greenhouse gas emissions by least 43 per cent by 2030, and to net zero by 2050.

Our work spans the economy, with particular focus on the transport, agricultural and land sectors, and we work closely with colleagues in the Energy group. Our strategies and advice are complemented by the Division's oversight and policy advice for the Clean Energy Regulator. The Division also delivers the National Greenhouse Accounts and emissions projections, which provide information on Australia's historical, current and future emissions, fulfilling international reporting obligations. This data informs the design and tracks the effectiveness of domestic climate action and progress towards our targets.

The Job
The Emissions Reduction Division is seeking an APS5 Executive Assistant to join our divisional executive support team. This position is accountable under general direction of Head of Division (SES Band 2) to perform a range of administration, corporate and executive support activities across the division. The successful candidate will work closely with the Head of Division and the Division’s Executive Officer to identify and resolve issues that may impact the successful execution of Division’s work program.
Key duties for the role include:

Be the first point of contact for the SES, and provide clear, timely and effective communication and coordination, receive and respond to phone calls, emails and general correspondence.
Actively manage the Head of Division’s workflow and diary including prioritising submissions and briefings, meetings, and correspondence. Assess competing priorities and make recommendations.
Mentor junior executive assistants, using experience to provide coaching and guidance that builds capability.
Prepare correspondence, co-ordinate briefings and manage office systems and records using Microsoft Office, SAP, and MS Teams.
Arrange travel and acquit expenses.
Work closely with the division’s Executive Officer to coordinate procedural, operational (including IT, security, and property), administrative and business support activities to contribute towards agreed outcomes.

Successful candidate is also expected to:

Support divisional culture and set the tone for an inviting and positive division that supports staff wellbeing and diversity.
Bring forward ideas to improve how the division operates.

What we are looking for
Knowledge and experience
The role of the Head of Division Executive Assistant is suited to candidates with:

At least 5 years of prior experience with diary management and administrative requirements in a public sector context.
Ability to work autonomously, demonstrate initiative, manage priorities and allocate resources to achieve outcomes.
Ability to quickly form strong relationships across the department’s EA network and broader department.
Ability to manage the shifting priorities of the Executive and adjust own priorities accordingly.
Previous experience working to Senior Executives (SES Band 2 or equivalent) in the public service would be highly desirable

Skills and capabilities
The successful candidate will have the following:

A demonstrated capacity to liaise with a diverse range of people and build productive working relationships.
A demonstrated capacity to provide leadership and guidance to junior executive support staff.
Strong attention to detail with the ability to adapt to competing priorities and stay focused in a fast paced and high-pressure environment.
Excellent communication and office management skills and enjoy working within a diverse and dynamic team environment.
High level of professionalism and discretion in dealing with sensitive and/or confidential matters.

For additional information, please read the Job Description below.
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