Executive Assistant, Immigration Group

Job Req ID

Home Affairs - 132668

 

Location

VIC 

 

Classification

APS Level 6 - $90,199.00 and $103,770.00 plus 15.4% super (part time pro-rata)

 

Employment Type

Ongoing (Permanent), Full-time 

 

Flexible work

Flexible arrangements considered 

 

Contact Officer

Bec Sheahan on 0468 545 908 or bec.sheahan@homeaffairs.gov.au 

 

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Applications close on 12/06/2024 at 11:59pm AEST (midnight) - Late applications will not be accepted.

 

About our opportunity

 

This process is being used to fill up to 1 immediate vacancy. A merit pool may be established and used to fill similar vacancies for up to 18 months. 

 

About our team

 

At the heart of the work that Immigration Group there is an opportunity to change lives, shape futures, and foster inclusivity whilst working ensuring the safety and unity of all Australians. As an APS6 Executive Assistant, you'll play a pivotal role in supporting the Associate Secretary of Immigration who is based in Melbourne, where your support and role in our office working with executive teams across Immigration Group in Melbourne and around Australia.

 

Join our passionate, dynamic, multi-location team and be part of supporting shaping policies that impact lives every single day. Your role will extend beyond traditional administrative duties; you'll be a crucial member of our team by ensuring that the Associate Secretary can focus on driving the work of Immigration Group through your work handling the details of our day to day operations in the office with precision and care. Immigration Group is filled with some of the most passionate and dedicated staff that you will meet, you have an opportunity to join a team that sits at the heart of the group.

 

Please visit our website for more information about the Department of Home Affairs or Australian Border Force

 

Our ideal candidate

 

An APS6 Executive Assistant (EA) works alongside the Associate Secretary and support staff in the executive office. To be successful in this role, you will have extensive experience in supporting Senior Executives, be comfortable in managing high volumes of work and navigating competing priorities. Be an effective communicator, demonstrate high levels of initiative, have impeccable attention to detail, sound judgement and resilience. We are looking for candidates who are:

 

• Reliable and accountable, who take personal pride in their work and ensure that tasks are completed, to the highest standard.
• Confident and quick thinking, who can problem solve to meet immediate needs, anticipates further needs and are able to recognise and resolve potential problems.
• Calm, well organise and responsive to urgent matters and competing demands.
• Flexible, who can work as required to support an Associate Secretary, including outside of normal business hours, when required.
• Able to demonstrate experience in coordinating complex or sensitive projects or work programs that have a strategic and / or operation significance.
• Able to communicate factually and with clear intent.
• High level of emotional intelligence and a positive, proactive attitude.
• Team orientated, with the energy and commitment to actively lead, foster and develop other support staff across the Department and the wider APS.
• Able to develop and support complex relationships with internal and external stakeholders.

 

Duties and responsibilities

 

As an Executive Assistant supporting the Associate Secretary, you will play a pivotal role in the day to day operations of the office. You will work as part of a small team and will operate with limited supervision with sound judgement, confidence and the ability to think strategically. Your duties will include, but are not limited to: 

 

• Undertake complex diary management, including prioritising time and drawing attention to matters of importance or of a sensitive and/or complex nature.
• Coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources.
• Understand the priorities of the Group in order to prioritise work and engagements for the Associate Secretary.
• Perform duties on the Associate Secretary's behalf including fielding requests and complex enquiries, informing decisions, and managing expectations that best support the Associate Secretary, Group and the Depa