Who we are

If you are passionate about providing high level executive support, driving efficiency in a dynamic environment, and contributing to Australia’s agricultural trade regulation, we would like to hear from you. Exports and Veterinary Services Division, this is who we are:

• We are people of diverse skills and backgrounds, forming a critical part of Australia’s agricultural trade regulation.
• We safeguard Australia’s animal health status to maintain overseas markets and protect the economy and environment from the impact of exotic diseases through regulatory inspection and certification.
• We provide a flexible, stable and rewarding workplace where cooperation and communication are at the forefront of everything we do. We are an inclusive, respectful workplace with a culture that encourages connections with colleagues and work-life balance.

What we do:

At the divisional level, we regulate the export of animal products and import of food products through the delivery of inspection and certification services including those related to live animal operations for both import and export.

At the branch level we undertake regulatory functions by providing inspection and certification for the export of meat, meat products and the import and export of live animals and reproductive material to meet importing country requirements and Australian legislative requirements.

The Executive Assistant holds a key role in the management of the Assistant Secretary’s office by providing comprehensive and high-level support to ensure smooth operation of daily activities. As an Executive Assistant, you will be highly valued for your organisational skills, attention to detail, and ability to handle sensitive information. This position offers multiple career pathways within the department and provides a unique opportunity to contribute to the diverse and impactful work we do.

The Job

The main duties of the position will include, but are not limited to:

• Correspondence and Scheduling: Handle day-to-day communications, diary management, exercise discretion with sensitive information, and deliver effective communication.
• Travel Coordination and Administration Functions: Organise and manage travel arrangements, including flights, accommodation, itineraries, and delegation tours. Procurement and Credit card acquittals in line with business needs.
• Document Preparation and Secretariat support: Provide secretariat services, including venue bookings, agenda preparation speaking notes, briefs, and talking points and minute-taking for committees and meetings.
• Stakeholder Engagement: Liaise with divisional staff to ensure smooth workflow and clear communication.
• Team Collaboration: Engage with the executive assistant network building and maintaining productive working relationships with the Executive Officer/Executive Assistant cohort across the department.

Please note that the merit pool established through this selection process, which is valid for a period of eighteen months from the date the vacancy was advertised in the Public Service Gazette, may also be used to fill future ongoing vacancies in the branch where the duties are of a similar nature.

What are we looking for

Knowledge and experience

• The successful candidate should have demonstrated experience in managing a Senior Executive office or providing high-level administrative support in a fast-paced environment.
• Knowledge and experience of using Microsoft Office along with MS Teams proficiently is required.