October 23, 2024

Australian Bureau of Statistics

PART TIME & OTHER & FULL TIME

Executive Assistant (APS 4 & APS 5)

APS 4: $72,973 - $82,080; APS 5: $82,085 - $92,201 (plus 15.4% super)
Office locations: Adelaide, Belconnen, Brisbane, Docklands & Geelong
permanent and temporary positions; full-time or part-time hours

The Australian Bureau of Statistics (ABS) is looking to recruit several Executive Assistants at the APS 4 and APS 5 classification levels for both ongoing (permanent) and non-ongoing (temporary) positions.

Successful applicants can work either full-time or part-time hours from one of our offices located in either Adelaide, Belconnen, Brisbane, Docklands (Melbourne) or Geelong, although a hybrid model of working from home and the office applies.

About the roles

These positions will support ABS Senior Executive Service (SES) officers in managing and organising their day-to-day operations, liaising with a range of stakeholders, both internal and external to the ABS to achieve the desired outcomes.

We are seeking confident, motivated and professional Executive Assistants who can manage short and often conflicting deadlines while providing high-level administrative support with limited supervision. These positions require liaison and negotiation skills, and well-developed written and verbal communication skills. Decision making ability and attention to detail are essential.

As the first point of contact for SES officers, you will maintain high standards of professionalism and build strong relationships with key stakeholders. The successful candidates will need to be well organised, work well in a team and independently and be able to deliver quality outputs within short deadlines.

Responsibilities include, but are not limited to:

Time Management: coordinate and manage the executive’s schedule, including appointments, meetings, and travel arrangements. Ensure the executive is well-prepared for all engagements by monitoring current and emerging priorities to ensure deadlines are met.
Administration: undertake administrative tasks such as travel arrangements, financial reconciliation of credit cards and invoice acquittal.
Communication: act as the primary point of contact between the executive and internal and external stakeholders. Screen and prioritise emails, phone calls and other correspondence.
Relationship Management: build and maintain positive relationships with internal and external stakeholders. Facilitate effective communication and collaboration.
Meeting Coordination: organise and facilitate meetings, including preparing agendas, taking minutes and following up on action items. Ensure all necessary materials are prepared in advance.
Confidentiality: handle sensitive information with the utmost discretion and maintain confidentiality at all times.

In addition to the capabilities outlined above, at the APS 5 level you are generally required to undertake work that is moderately complex to complex in nature and operate under limited direction. You will have increased accountability for organising workflows and making decisions independently relating to your area of responsibility. For example, as an APS 5 Executive Assistant you may be responsible for:

Divisional Support: coordinating input and responses to corporate requests; this may include secretariat activities, drafting papers, briefings, correspondence and presentations.
Training and Development: supervision and training of more junior employees, including a responsibility to assist in identifying opportunities for on-the-job training and sharing knowledge and skills.
Document Preparation : draft, edit and proofread correspondence, reports, presentations and other documents. Maintain a high-level of accuracy and attention to detail.
Project Support: assist with special projects, research and data collection as required. Provide support for various initiatives and campaigns.

What we are looking for (selection criteria)

To be suitable you should have most or all of the following skills, qualities and experience:

strong written and verbal communication skills, including precise attention to detail
a high level of professionalism, discretion and interpersonal skills
strong initiative in anticipating the needs of your Senior Executive Service (SES) officer and developing a sound understanding of their work program and role in the ABS
sound judgement and self-management to deliver quality outputs within tight deadlines and confidence to escalate issues when necessary
well-developed technical skills, including the ability to use a range of IT systems such as Microsoft Office and video-conferencing platforms
ability to work as an effective team member who communicates with colleagues and stakeholders providing a results-oriented service.

How to apply

To apply, complete an online application form on the ABS e-recruitment system.

You will need to upload your current resume, provide referee details and submit a written statement to the following:

In no more than 450 words, provide examples demonstrating how you have the skills, qualities and experience (outlined in Section 1 of the