Executive Assistant APS4 & 5

Hudson are recruiting for two Executive Assistant positions for a federal government department. The positions are:

Role: APS 5 Executive Assistant
Contract: 3-6 months non ongoing with extension
Hours: Full time (Monday to Friday standard office hours)
Location: Woden location
Salary APS5 Level: $79,002 - $85,437 (depending on experience)

Role: APS 4 Executive Assistant
Contract: 3-6 months non ongoing with extension
Hours: Full time (Monday to Friday standard office hours)
Location: Woden location
Salary APS5 Level: $73, 706 - $77,879 (depending on experience)

Both positions are starting on the 12/12/2022!!!

You MUST be an Australian Citizen to APPLY!!!

The key responsibilities of this role:

• diary management including prioritising the SES time and drawing attention to matters of priority
• coordinating meetings with internal and external stakeholders and ensuring the SES has all required information for meetings
• preparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelines
• initiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposes
• organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the SES
• undertaking less complex research for the SES
• assisting with coordinating branch/divisional administrative tasks (e.g., phone lists, leave register, senate estimates responses, property and accommodation)
• undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policy
• Secretariat and coordinator of governance meetings, including meeting agendas, minutes, action items. Ensure supporting documentation and materials is developed and provided to meeting participants and expectations and meeting purpose are clear
• Provide support for project activities including developing and refining documentation, engaging with stakeholders, coordinating workshops and meetings, developing communication material
• Provide project administration support across the Section including coordinating and updating project reports, collating papers and submissions for Executive meetings
• Provide support for financial management activities including processing invoices, managing accruals and updating finance reports

About you:

• Previous experience in Federal government at an APS Level
• Previous experience as an Executive Assistant, Secretariat or Governance
• Proven experience with diary management and coordinating meetings
• Proven experience preparing, drafting and sending correspondences of a prominent level
• Demonstrated skills in booking travel arrangements, credit card reconciliations and processing invoices
• Ability to meet deadlines and prioritise your workload
• Must be highly organised and can manage competing priorities
• Proven MS Suite and in house system experience