The Role

There is an Executive Assistant opportunity that has become available within our Armoured Fighting Vehicles Branch. The position would be supporting the Assistant Secretary of Armoured Fighting Vehicles, who is responsible for acquisition and support of leading edge vehicles for the Australian Army.

As an Executive Assistant, you will independently manage the office of a senior executive and work collaboratively with other team members. With limited supervision, you will undertake duties including but not limited to, managing a busy mailbox, calendar management, preparation of correspondence, organising meetings, greeting guests, arranging travel, coordinating briefing packs and managing office systems and records using Microsoft Office, Objective and Financial Management Systems.

In addition to primarily supporting a senior executive, this role will also provide general support to the branch with all relevant administrative support tasks when required.

As the APS 4 Executive Assistant, the role requires:

• The ability to proactively manage activities and anticipate the requirements of the senior executive is critical, as is a high level of discretion, judgement and the ability to manage competing priorities.
• Deliver executive support, including managing the appointment diary and meeting arrangements of the Senior Executive Service Officer.
• Arrange, coordinate and reconcile all aspects of domestic and international travel in line with Defence travel policy for Senior Executive Service Officers.
• Utilise the information available to prepare briefing packs, reports and papers for senior Defence committees.
• Liaise with stakeholders and visitors of all levels, building good working relationships and providing a point of contact for assistance and general enquiries.
• Perform 'front of office' support functions, including greeting visitors and receiving and responding to phone calls, emails and general correspondence.
• Display initiative and apply sound judgment in providing executive and administrative assistance to senior executives.
• Maintain records management systems in line with Defence policies and Defence procedures.

About our Team

Land Systems Division’s (LSD) mission is to acquire and support capability that enables the ADF to generate and sustain deployable Land power for an integrated force, in peace and war. We aim to be agile, innovative and outcomes-focused as we collaborate closely with the Services and industry to deliver the latest equipment to maximise ADF performance.

The Armoured Fighting Vehicles Branch (AFVB), supports Defence’s mission through the acquisition, delivery and sustainment of an integrated Armoured Fighting Vehicle capability. Our vision is to be an agile, innovative and leading acquisition and support organisation empowered by our diverse and inclusive workforce to achieve our mission.

LSD is dedicated to ensuring we have an inclusive and healthy work-life environment, and we will invest in your ongoing professional development to ensure your work with us is deeply rewarding.

Our Ideal Candidate

You will either have the relevant experience or be able to demonstrate skills required in supporting senior executives and able to undertake moderately complex administrative work independently, with little or no supervision.

You will be well organised and able to manage competing priorities, demonstrate strong attention to detail, and exercise sound judgment in providing professional executive and administration assistance. You will need to anticipate the needs of the senior executive, have an appreciation for confidentiality, be collaborative and action oriented to resolve problems, and possess excellent communication skills in order to engage stakeholders effectively and with discretion.

Your ability to interact with an integrated workforce (military and public service) at all levels, in a fast paced environment, often working under tight deadlines, while retaining a calm and good natured approach, will see you provide seamless support to the senior executive.

Application Closing Date: Sunday 25 May 2025.

For further information please review the job information pack, reference CASG/03542/25 on https://defencecareers.nga.net.au/?jati=9597AD8C-675F-8292-2649-E3D581CAF6FE