The opportunities

The department is seeking motivated and proactive individuals to provide high-level administrative and executive support to senior executive service (SES) officers and their respective teams.

There are various positions available throughout the department. These are critical roles that offer a challenging and rewarding experience with exposure to government decision-makers. You will have the opportunity to showcase your skills and further develop your career. Successful officers may be expected to provide support to multiple senior executive staff.

We welcome candidates from government and non-government backgrounds, who can add value by using their initiative and judgement to recognise issues, develop solutions and anticipate and respond to the needs of our senior executive officers. The initial vacancies to be filled from this process are based in Canberra. This process may be used to fill roles in other locations in Australia and overseas.

Our ideal candidates

Our ideal candidates will be interested in developing or furthering their abilities to become an experienced administration professional. As an executive assistant within the department, you will be expected to carry out your daily duties under limited direction. You will be required to provide administrative support to the department’s senior executive cohort.

The executive assistant roles call for individuals who are highly organised, personable, flexible and agile. You will need to be comfortable conversing and interacting with a range of internal and external stakeholders. You will possess a proven ability to think on your feet and proactively find solutions to issues as and when they arise.

Candidates should:

• have excellent interpersonal skills. You will be able to interact positively with a wide variety of stakeholders,
• be approachable and build and sustain positive relationships with stakeholders,
• be highly organised, adept at managing multiple diaries and competing and changing priorities,
• thrive in a high-volume environment and be comfortable working with limited direction and supervision,
• handle sensitive information with tact and discretion, maintain confidentiality and adhere to the APS Code of Conduct and values.

APS Level 4 Executive Assistants

Executive Assistants at the APS4 level will:

• work collaboratively across the branch and with other executive support staff,
• manage the office and diary of at least one SES Band 1 (or equivalent),
• manage and prioritise emails, calendar and appointments, and associated briefing requests,
• coordinate meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlines,
• manage office systems and records using Microsoft Office, SAP, Parliamentary Document Management System (PDMS) and Electronic Document Record Management Systems (EDRMS),
• organise domestic and international travel, including visa applications, travel itineraries and financial reconciliations,
• operate with discretion and good judgement in managing the flow of work and visitors,
• be committed to contributing positively to a workplace culture that values diversity and inclusivity.

Diversity at DFAT

The department recognises the importance of valuing diversity and is committed to improving and sustaining employment outcomes for Aboriginal and/or Torres Strait Islander peoples. As a department that represents Australia to the world, we strive to have a workforce reflective of the diversity of the Australian population.

We value the talents and skills of people of diverse cultural backgrounds and support culturally inclusive recruitment practices. We encourage all Aboriginal and/or Torres Strait Islander peoples to apply for vacancies with the department.

For more information on the department’s diversity and inclusion program, strategies and plans, our Indigenous Employees Network and Inclusion Champions, please visit the DFAT Careers page.

Confirmation of Aboriginal and/or Torres Strait Islander heritage

In applying under this affirmative measure, you will be required to provide evidence to confirm you are an Aboriginal and/or Torres Strait Islander Australian. This evidence may be provided as part of your application or at a later stage of the recruitment process. Acceptable evidence includes:

• a letter signed and executed by the Chairperson of an incorporated Aboriginal or Torres Strait Islander organisation confirming you are recognised as an Aboriginal and/or Torres Strait Islander person; or
• a confirmation of Aboriginal and/or Torres Strait Islander descent form executed by an Aboriginal or Torres Strait Islander organisation; or
• two statutory declarations confirming you are an Aboriginal and/or Torres Strait Islander Australian. The first declaration must be completed by you and the second declaration can be completed by an Indigenous Service Provider (e.g. a University Support Unit or an Indigenous Medical Service) or an APS employee, who is also Aboriginal and/or Torres Strait Islander.

Confirmation of disability

In applying under this affirmative measure, you will be required to provide evidence to confirm you live with a disability. This evidence will be requested by DFAT’s external recruitment provider if you progress to the interview stage of this recruitment process. Acceptable evidence includes:

• certificate or letter signed and executed by a registered medical practitioner
• letter from a Disability Employment Service
• a statutory declaration confirming you live with a disability.

Reasonable adjustments

Please let us know if you require adjustments to ensure you can fully participate in this recruitment process by emailing the Recruitment Section listed above. All requests for reasonable adjustments will be considered and managed in consultation with you.

Looking for more information?

For more information about this role, including the type of person we are looking for, please refer to the Candidate Pack available by clicking the 'Apply' button.

Applications close 11:30pm ADST Sunday 9 November 2025

Please note, there is no longer a requirement to submit your CV. Work history is now included in the application form.