About Secretariat Support
Secretariat Support sits within the Office of the Deputy CEO (ODCEO). The Secretariat Support Unit provides secretariat services to executive committees including the AIATSIS Council, Senior Executive Board and the Audit and Risk Committee, to facilitate their respective roles in a manner that is transparent, accountable, and compliant.

About the Role
The Secretariat Officer works as part of a small team to assist with the delivery of secretariat support services to the AIATSIS Council, its relevant sub-committees and the AIATSIS Senior Executive Board. The Senior Executive Board meets monthly, with all other committees meeting quarterly.
The Secretariat Officer reports to the Assistant Director Secretariat.

Key responsibilities of the role include:

• minute taking, managing action registers, calling for, collating, and distributing approved meeting papers.
• working closely with the Office of the Chief Executive Officer and staff across the Institute in scheduling meetings.
• responsibility for travel arrangements for Council and other sub-committee members, as well as coordinating payments in relation to Council and other sub-Committee remuneration.
• managing logistics for onsite and interstate meetings including, when required, AIATSIS Members’ and stakeholder events.
• monitoring and maintaining the AIATSIS membership register and supporting the development and delivery of the AIATSIS Members’ Strategy.
• responsibility for monitoring and actioning items from shared inboxes.
• if and when required, assist the Offices of the CEO/DCEO in other administrative tasks.

Our Ideal Candidate
To be successful in this role, you will be a dynamic professional with strong relationship, administrative and organisational skills with the ability to work well in a fast paced and high-pressure environment. The Executive Support Officer will manage multiple tasks, competing deadlines and priorities of varying complexity.
You will come with the following skills, experience and attributes:

• experience in providing executive support services, in a fast-paced environment with limited supervision.
• demonstrated attention to detail.
• ability to manage calendars and lead times.
• strong organisational and prioritisation skills, with a proven ability to effectively manage change while maintaining composure.
• well-developed written and oral communication and interpersonal skills.
• a natural aptitude to work well with others with respect, sound judgement and discretion.
• commitment to service underpinned by a desire to establish and maintain effective working relationships with diverse stakeholders.
• experience undertaking a secretariat function to similar committees is desirable, but not essential.
• experience working in an Office 365 environment is essential, TechOne experience will be well regarded, but not essential.

Cultural Capability
Roles at AIATSIS require candidates to have an understanding of the issues affecting Aboriginal and Torres Strait Islander peoples and proven culturally appropriate engagement and communications skills. The nature of this role requires the candidate to consistently demonstrate the following specific cultural capabilities:

• understand Aboriginal and Torres Strait Islander business within the agency and the outcomes the agency is responsible for delivering.
• takes the perspective of others, seeking to understand Aboriginal and Torres Strait Islander peoples’ points of view and experiences.
• engages with Aboriginal and Torres Strait Islander employees in a sensitive and equitable manner.
• displays moral courage, including speaking out when observing inappropriate behaviour.
• shows sensitivity and respect for culture in responding to individual needs and circumstances.
• actively learns from Aboriginal and Torres Strait Islander peoples about their culture and supports others to do so.
• understands the sources of knowledge resting with Aboriginal and Torres Strait Islander employees, stakeholders and networks.

AIATSIS embodies Yindyamarra in everything we do

What we offer

We understand that you will work best when you have a healthy work-life balance and can attend to your family commitments. That is why we offer,

• great salary conditions
• 15.4% Superannuation
• competitive leave entitlements including 20 days annual leave, 18 days personal leave, Cultural, ceremonial and NAIDOC leave, up to 18 weeks parental leave, and the ability to purchase extra leave.
• health benefits including, reimbursements for health promotion activities, eye health and flu vaccinations.
• for eligible employees, generous study leave, course fee and materials assistance, to undertake relevant accredited study.
• paid leave during an extended end of year shutdown
• flexible working conditions

Contact
If you have any questions about the role, you can contact James Park on 02 6246 1102 or [email protected]