Role Summary:
We are seeking a highly motivated and experienced Executive Assistant to provide high-level executive and administrative support to two Senior Managers. As the Executive Assistant to both National Managers, you will manage multiple tasks with a high degree of independence, offering support for key executive activities, overseeing corporate document responses, managing workflows, and ensuring the timely delivery of high-level reports and correspondence. This role also involves overseeing day-to-day office functions, handling travel requests, managing financial activities, and ensuring compliance with internal policies and procedures.

Key Responsibilities:
You will be responsible for a range of tasks aimed at supporting the National Managers and ensuring smooth branch operations, including but not limited to:

• Stakeholder Management: Liaise with internal and external stakeholders on policy, project, and operational matters, ensuring timely communication and issue resolution.
• Documentation & Briefing Materials: Proactively prepare briefing materials for meetings, anticipate the needs of the National Managers, and ensure the efficient management of correspondence and documents.
• Records & File Management: Ensure all hardcopy and electronic documents are filed in accordance with approved records management processes and security requirements.
• Corporate Documents: Work collaboratively with branch staff to prepare responses to corporate documents, ensuring accuracy and alignment with organisational goals.
• Travel & Financial Management: Arrange travel requests and reconciliation, and undertake complex financial tasks such as budget preparation, expenditure monitoring, and variance reporting.
• Workplace Safety & Coordination: Assist with workplace inspections, safety reports, and coordination of WHS and consultative meetings, including minute-taking.
• Procurement & IT Support: Oversee office supply orders, manage Personal Protective Equipment (PPE) registers, and act as a liaison for IT-related matters, ensuring seamless office operations.
• Staff Onboarding & Offboarding: Facilitate smooth onboarding and offboarding processes for staff in accordance with policies and procedures.

Key Competencies & Knowledge:
The successful candidate will have demonstrated expertise and a proven track record in the following areas:

• Strong Prioritisation & Delegation Skills: Ability to manage competing priorities and delegate effectively, while liaising with internal and external stakeholders.
• Relationship Building: Develop and maintain professional relationships with key stakeholders, both within and outside the organisation.
• Adaptability & Change Management: Show a proactive approach to embracing and driving change, especially in a dynamic and fast-paced environment.
• Discretion & Professionalism: Exercise a high degree of discretion in handling sensitive matters and provide reliable support to senior executives.
• Effective Communication: Display exceptional written and oral communication skills, including the ability to prepare high-quality minutes, reports, and other documents.
• Attention to Detail & Multitasking: Demonstrate precision in handling various administrative tasks while managing multiple deadlines and shifting priorities.
• Technical Proficiency: Strong capability in using the MS Office Suite and quickly adapting to new software applications.

Qualifications & Experience:

• Self-starter with a proactive, results-oriented approach.
• Excellent judgement and problem-solving abilities.
• Highly organised, detail-oriented, and capable of working efficiently under pressure.
• Motivated to contribute to aviation safety and support CASA's mission and values.
• Experienced in supporting senior leadership, particularly in regulatory, policy, or safety-related fields.

How to Apply

Click APPLY or contact Shanae Pearce, Talent Acquisition Consultant at [email protected] for further information on the role.

Please submit applications in Word format only by the 17th March 2025.

FIRST PEOPLE Recruitment Solutions is a majority Aboriginal-owned agency providing contingent contracts, fixed-term contracts, and permanent recruitment solutions to Government and Corporate Australia.

Our Head Office is based in Canberra, with a national reach to all states and territories, as well as regional and remote areas of Australia.

FIRST PEOPLE Recruitment Solutions acknowledges the traditional owners of country throughout Australia and recognises their continuing connection to land, waters, and community. We pay our respect to them and their cultures, and to elders past, present, and emerging.