The Role

We are seeking enthusiastic and proactive individuals to provide executive and administrative support to our senior leaders.

Key duties and responsibilities for an ASD 4 Executive Assistant include:

• Will provide administrative support for the Division, undertake diary management, including prioritising time and drawing attention to matters of importance.
• Address routine to moderately complex email enquiries and independently respond to internal and external queries.
• Monitor and track incoming documents to ensure correspondence is triaged and actioned accordingly and maintain records management systems in line with the ASD’s policies and procedures.
• Under general direction, prepare meeting materials, correspondence, presentations and minutes, including the administration of critical, confidential and sensitive information.
• Arrange, coordinate and reconcile all aspects of domestic and international travel in line with the ASD travel policy for senior executive service officers.
• Have excellent interpersonal skills, and both build and sustain relationships in order to work collaboratively with the executive, within the work area and other areas of ASD.

Key duties and responsibilities for an ASD 5 Executive Assistant include:

• Good problem solving skills, excellent organisational skills, and the ability to deliver high quality outcomes, ensuring attention to detail and consistency.
• Coordinate and provide administrative support and quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and travel arrangements in a timely manner including acquitting corporate travel cards.
• Think strategically with limited direction and thrive in a busy workplace even in challenging, uncertain or difficult circumstances.
• Accountable for the delivery of executive support including 'front of office' functions, managing the diary and meeting arrangements for the Senior Executive Service.
• Demonstrate and apply the ASD administration policy and procedures.
• Build and sustain relationships to work collaboratively with internal and external stakeholders to achieve goals and objectives.
• Take the initiative to progress work to meet business objectives.

Note: All ASD 4 & 5 positions are available in Canberra (ACT) only.

About our Team

We are seeking energetic, highly organised and task-orientated ASD 4/5 Executive Assistants to provide first-rate executive support to a range of Senior Executive Officers (SES) across the agency during this exciting period of growth.

Within the Administration function, an ASD 4/5 Executive Assistant is accountable, under limited direction, to perform and achieve moderately complex to complex administrative support work within an integrated workforce.

They must have, or the ability to attain, a sound understanding of and compliance to relevant legislative frameworks, government decision-making and the ASD’s mission and policy requirements.

ASD offers flexible work practices, excellent training, mentoring and development opportunities as well as competitive salary and benefit packages.

Our Ideal Candidate

Our ideal candidates will bring the following attributes and skills to the role:

• Reliable and accountable, who take personal pride in their work and ensure that tasks are completed, to the highest standard.
• Confident and quick thinking, who can problem solve to meet immediate needs, anticipates further needs and is able to recognise and resolve potential problems.
• Calm, well organised and responsive to urgent matters and competing demands.
• Articulate and communicate factually and with clear intent.
• Emotionally intelligent and have a positive, proactive attitude.
• Exercise sound judgement, discretion, and integrity including the ability to maintain confidentiality and privacy.
• Team orientated, with the energy and commitment to actively build and sustain relationships with other support staff across the division and wider organisation.
• Able to develop and support relationships with internal and external stakeholders.

ASD is seeking applicants to fill current and anticipated vacancies and to create a merit pool for future vacancies.

Application Closing Date: Sunday 22nd June 2025

For further information please review the job information pack, reference ASD/04707/25 on https://www.asd.gov.au/careers.