The Receptionist/Executive Assistant to Director Defence Strategy

We require an excellent Receptionist and Executive Assistant to support the daily administrative operations at ASPI.

This is a front-facing role that engages with visitors, manages phone enquiries and performs a variety of administrative and corporate tasks.

You will join a progressive and supportive organisation with a vibrant culture.

About ASPI

ASPI is an independent, non-partisan think tank that produces expert and timely advice for strategic, defence and policy leaders and decision makers. ASPI is one of the most authoritative and widely quoted contributors to public discussion of strategic policy issues in the Indo-Pacific region and a recognised Australian voice in international discussion on defence, strategic, national security, cyber, critical technology, climate, and foreign interference issues.

About the Role

The Australian Strategic Policy Institute (ASPI) is looking for an experienced Receptionist/Executive Assistant to ASPI’s Director of Defence Strategy. This is an exciting opportunity for a highly organised and enthusiastic individual to join our dynamic, positive and hardworking team.

The ASPI Receptionist/Executive Assistant to the Director of Defence Strategy is a dynamic and multifaceted position that serves as a key support role within the organisation. The primary focus of this role is to manage the director's schedule, coordinate meetings and travel, and handle communications with internal and external stakeholders. The receptionist aspect requires providing excellent customer service, greeting visitors, and directing enquiries. This role requires strong organisational skills, attention to detail and the ability to maintain confidentiality.

Duty Statement:

The Receptionist will be responsible for:

Day-to-day reception duties including answering telephone and email enquiries and greeting guests

Managing the booking of ASPI meeting rooms and facilities

Scheduling and facilitating meetings

Logging and distributing journals and external publications

Monitoring and ordering kitchen and office supplies/stationery, and maintaining the resource and storage rooms

Ensuring kitchen areas are clean and tidy

Being the main point of contact for building management, including the maintenance of building facilities

Being the main point of contact and coordinator for fire warden and first aid training

Tracking all swipe card access, including cancelling passes and access as required, and ordering new cards from building management

Ad hoc administrative duties as required Executive Assistant to Director of Defence Strategy responsibilities include, but are not limited to;

Proactively manage and organise the Director’s diary, including scheduling meetings, briefings, and appointments, ensuring effective time management and prioritisation of key tasks.

Coordinate travel arrangements and itineraries for the Director, ensuring all logistics are well-organised and streamlined.

Serve as the first point of contact for internal and external communications on behalf of the Director, managing emails, phone calls, and other correspondence in a timely and professional manner.

Draft and proofread communications, reports, and presentations, ensuring clarity and accuracy in alignment with the Director’s objectives.

Assist the Director with strategic projects and initiatives by providing organisational and administrative support, including tracking deliverables, progress, and timelines.

Organise and coordinate internal and external meetings and events, including logistics, agendas, invitations and required materials

Attend meetings as needed to take minutes, ensure action items are captured, and follow up on outstanding tasks or deliverables.

Build and maintain positive relationships with key stakeholders, including government officials, defence industry representatives, and internal teams, to ensure smooth communication and collaboration.

Handle sensitive and confidential information with discretion and professionalism, maintaining confidentiality in all aspects of the role.

Assist the Director of Defence Strategy with monthly financial reporting requirements and liaise with the Finance team to ensure accurate reporting and compliance.

By performing these duties, the Executive Assistant will play a critical role in supporting the Director of Defence Strategy, ensuring that all strategic initiatives are well-organised and executed efficiently.

Essential Criteria:

Strong organisational and time management skills.

Excellent written and verbal communication skills.

High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with various office technologies.

High level of attention to detail, with the ability to maintain accuracy in scheduling, preparing documents, and managing tasks.

High level of professionalism and discretion to manage sensitive information at times.

Relevant Experience:

Previous experience in a receptionist or executive assistant role, preferably within a strategic or high-level organisational environment.\

Remuneration will be competitive and commensurate with experience.

How to Apply

All applications should be submitted to [email protected], including the following documents:

Cover letter (addressing the selection criteria on the Position Description)

Resume/CV including two current referee contact details.

ASPI promotes a workplace that actively seeks to include, welcome and values unique contributions of all people. The Institute strongly encourages women and people from diverse cultural backgrounds including applicants from Aboriginal and Torres Strait Islander backgrounds to apply.

The closing date for applications is 21 April 2025 – an early application is advised as we reserve the right to close the vacancy early if suitable applications are received.