Purpose of the position

As the Executive Support Officer, you will play an important role in supporting the Office of the Chief Executive to ensure work priorities are achieved in a timely manner. You will provide high-level executive support services to ensure efficient operations of day-to-day business.

You will coordinate and manage all business aspects of the office, be accountable for organising your workload and undertake complex administrative support work. This includes diary, event and correspondence coordination and management. You will collaborate with a variety of internal and external stakeholders and effectively manage competing and changing priorities with discretion.

Key accountabilities

• Management of correspondence, including, monitoring emails, and responding to enquiries where necessary, collation and follow-up of information and tracking of high-volume activity to ensure deadlines are met.
• Management and organising venues, preparing supporting material for key internal and external meetings, and anticipating and resolving competing priorities and commitments.
• Preparing and co-ordinating the provision of effective communications and correspondence including briefings, reports, submissions, and notes to ensure the comprehensiveness, accuracy, and timeliness of written information for the Executive and supporting the Senior Executive Assistant/Chief of Staff as required.
• Working under limited guidance and acting as the initial point of contact in liaising with internal and external stakeholders to action requests, coordinating activities and supporting agency projects with some complexity.
• Identify, drive and support improvement in administrative practices, systems, and procedures.
• Working closely with the internal travel team to organise travel/accommodation arrangements.
• Work as part of a team with Executive Officers and Executive Assistants across AFSA to ensure a coordinated approach to enable the flow of information and work.
• Undertaking ad-hoc administrative tasks and projects as required.
• Providing ongoing support to other senior members of the office.
• Planning and managing allocated resources, developing appropriate controls, monitoring achievement against plans and adjusting plans to meet changing demands.

All duties will be performed in accordance with:

• the APS Values, Code of Conduct and Employment Principles
• WHS obligations, taking responsibility for own health and safety and that of others
• AFSA’s risk management framework and relevant legislation, including guiding others to identify and mitigate foreseeable risks.

For further information, please review the attached position description.

Qualifications and experience

• Experience in a similar role and/or working in partnership with senior executives will be highly valued.
• Demonstrated experience in provision of administration support with a strong attention to detail, personal integrity and excellent problem-solving skills.
• Excellent oral and written communication skills, stakeholder engagement skills and the ability to support colleagues working across tasks to manage competing priorities in a demanding and fast paced environment.
• Proficient IT skills in the Microsoft Office suite (Word, Excel, Teams, SharePoint and Outlook) and an ability to learn other software specific to the role:
• CTM travel booking system
• Finance One financial management system, and
• Records Management systems.

Why AFSA?

• You will enjoy excellent conditions including:
• Generous superannuation (15.4%)
• A modern work environment
• Access to Employee Assistance Provider
• Flexibility to balance work and personal life (including working from home arrangements and flexible start and finish times where applicable).

We are a workplace committed to providing an environment that values diversity and supports staff to reach their full potential. We encourage applications from Indigenous Australians, people from culturally diverse backgrounds and people with disability. At AFSA we encourage every employee balance their family commitments and personal interests with flexible working options.

Eligibility

Please note that this opportunity is open only to Australian Citizens. The successful applicant must have or be willing to undergo a security clearance to the level of Baseline as a condition of employment. To satisfy character requirements all AFSA employees must undergo a police records check.

Where a person has received a redundancy benefit from APS agency employment and their corresponding redundancy benefit period has not expired, they may be ineligible for employment. We encourage applications from peoples from culturally diverse backgrounds and people with disability.

How to apply

Applications close Monday 21st April 2025 at 11:59 PM (AEST).

Applications for this vacancy are submitted online through the AFSA careers portal. Further instructions on how to apply can be found on the advertisement webpage.

RecruitAbility applies to this vacancy. Under the RecruitAbility scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job.

For more information visit: https://www.apsc.gov.au/recruitability