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Executive Assistant

Requisition Number: 134936
Position Number/s: Several
Classification: APS Level 5 
Location: ACT      
Section: Various  
Security Classification: Baseline Vetting 
Salary: $82,550.00 to $88,253.00  
Contact: Christine Culnane at christine.culnane@nema.gov.au on 0410 464 970 
Period of Vacancy: Ongoing
Number of Vacancies: Several

 

Applications close: 27/10/2024 at 11:59pm (midnight) - AEDT. Late applications will not be accepted.

 

Who can apply:

Please note this opportunity is available to current Australian Public Service employees and all eligible members of the community.
 

About the National Emergency Management Agency:
The National Emergency Management Agency's work has a real impact on the lives of Australians, particularly those living in rural and regional areas.


The National Emergency Management Agency's guiding principle is “Locally led, locally understood and locally implemented” and we bring together local communities, government, non-government and key industry representatives to support disaster recovery and resilience across the country.

Your work will help people who are recovering from natural disasters and prepare them for the future.

 

National Emergency Management Agency (NEMA) is a single, accountable Commonwealth authority that delivers a whole-of-nation approach to reducing disaster risk, planning, preparing for, responding to and recovering from all hazards across the emergency management continuum.


NEMA’s work has a real impact on the lives of Australians, particularly those living in rural and regional areas. It’s guiding purpose is to enable more secure, stronger and resilient communities before, during and after emergencies.  Working through meaningful partnerships, we will build Australia’s capacity for disaster resilience and support our communities when they need it most. 


NEMA is an equal opportunity employer. We encourage applications from First Nations people, people with disability, LGBTQIA+ people, people from culturally and linguistically diverse backgrounds, mature age people and people from other diverse backgrounds. We are committed to providing a working environment that values diversity and inclusion and supports staff to reach their full potential.

 

Overview of the Branch and Section: 
The Executive Assistant (EA) reports directly to individual Senior Executive within the National Emergency Management Agency. The APS5 EA works, under limited direction, within a moderately complex and fast paced environment. This is a position of trust that requires creative thinking and sound judgement to manage various types of issues/situations as they arise.

 

About the role:
The Executive Assistant exercises autonomy and accountability as a part of the role and is required to share information/expertise, monitor work practices, set basic work priorities and develop procedures. They are responsible for building rapport and maintaining stakeholder relationships and assisting with the resolution of straightforward, to moderately complex, issues. The Executive Assistant will also form part of the broader Executive Support team within NEMA, to deliver and enable key business outcomes. 


At times staff within NEMA may be required to work outside of standard business hours, particularly during the Higher Risk Weather Season (September to March).

 

Our ideal candidate:
NEMA is looking for people who enjoy working in a rapidly evolving and forward thinking environment. With a focus on critical thinking skills, or the ability to quickly acquire critical thinking skills. Our ideal candidate will assist to organise and deliver the remit for Branches and SES, as well as assist the broader Executive Support team to deliver key business outcomes. The successful candidates will be self driven and seek to directly influence the key objectives of the Agency.

 

Specific duties/responsibilities:

  • Under limited direction, undertake moderate to complex general administration. This includes:
  • Addressing moderate to complex telephone enquiries and independently respond to internal and external queries
  • Preparing agendas and meeting materials. Record meeting minutes, outcomes and decisions for internal and external meetings as well as committees and forums
  • Monitoring and tracking incoming documents to ensure correspondence is triaged and actioned accordingly
  • Provide quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice in accordance with departmental guidelines
  • Organise, schedule and coordinate meetings with internal and external stakeholders and coordinate venue bookings, audio visual equipment and other meeting resources as required. This includes;
    • Undertaking diary management, including prioritising time and drawing attention to matters of importance
    • Coordinating travel arrangements, accommodation and supporting documentation, including acquitting corporate travel cards
    • Resolving moderate to complex issues that arise in the organisation of events. For example, using imagination and initiative when overcoming schedule conflicts or absence of resource availability
  • Establish and maintain collaborative relationships with internal and external stakeholders. This includes providing a responsive service and assisting junior EA’s and other team members to cultivate and foster collaborative relationships with stakeholders
  • Assist in coordinating staff/office relocations as well as report facility and property related issues, as required
  • Contribute to the improvement of business processes, including working with other Executive Assistants and staff across the organisation to support key business outcomes
  • Undertake other administrative tasks and ad hoc activities for the executive, as required.

 

Role requirements/qualifications:

  • Strong verbal and written communication skills, including being able to tailor to an audience and attention to detail to ensure consistency and accuracy of documentation
  • Excellent organisational skills, including time management and dealing with competing priorities
  • Strong stakeholder engagement skills. Ability to liaise with internal and external stakeholders at various levels
  • Knowledge, or the ability to quickly acquire an understanding, of the organisational relationships and the responsibilities of the Agency as well as relevant legislation, policies and procedures including but not limited to;
    • Public Service Act 1999
    • Public Governance, Performance and Accountability Act 2013
    • Official Travel Policy
  • Strong judgement and decision-making ability including critical thinking skills to be able to analyse issues and develop reasoned conclusions
  • Discretion and ability to deal with confidential and sensitive business matters.

 

Desirable:

  • Responsiveness to changing priorities in a dynamic environment
  • Resilience and ability to work in an agile mindset, adapting to new and changing priorities
  • Interpersonal effectiveness to build rapport and maintain stakeholder relationships
  • High level of initiative, flexibility and resourcefulness 
  • Resilience to maintain and meet performance standards in a pressured and unpredictable environment
  • Discretion and ability to deal with confidential and sensitive business matters
  • Self-aware and responsible for own actions
  • Experience with IT Systems such as PDMS, Expense8, Visio, EasySAP, Microsoft Office.

 

Applicant response:
As part of your application, you will be required to prepare a one-page Applicant Response document (minimum 11pt font in MSWord or PDF format), which you will upload in the next section, addressing;

  • How your skills, knowledge and experience are relevant to this role?
  • When have you had to use your knowledge and skills to engage with stakeholders? How successful was the engagement?
  • Include specific examples or achievements that demonstrate your ability to perform this role.

 

Try not to duplicate information that can be found on your resume but do highlight any specific examples or achievements that will demonstrate your ability to perform the role.

 

How to apply:

Prior to preparing your response it is recommended you review the Work Level Standards relevant to the classification you are applying to. It may also be useful to refer to the Integrated Leadership System information relevant to the classification. You are required to submit your application in the online recruitment system (ourPeople).


As part of your application, you will need to provide:

  • Your CV
  • Your Applicant Response document
  • Details of two referees
  • Include your full name and the Requisition Number - 134936 in the footer of any documents being uploaded.

 

Eligibility and Specific Conditions of Employment

To be eligible to work with the NEMA you must:

  • Be an Australian Citizen
  • Fulfil the Agency’s minimum requirements by satisfactorily answering all screening questions during the application process
  • Obtain and maintain the required AGSVA clearance
  • Satisfy a probation period
  • Undergo a health assessment (if applicable).
     

Technical Assistance

If you are experiencing problems submitting your application online, please email the nature of the issues you are experiencing to Recruitment (recruitment@homeaffairs.gov.au) including screen captures if necessary. A response will be sent during business hours.

 

Notes

Remuneration: The Agency offers an attractive remuneration package, including salary, superannuation benefits and flexible working conditions appropriate to the level of the position.

If you have identified as having a disability, please indicate whether you require any support throughout the selection process. For further information please contact Recruitment: recruitment@homeaffairs.gov.au.

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