NEMA Executive Assistant

Job Req ID

NEMA - 136707

Location

ACT 

 Employment Type

Ongoing, Full-time 

Classification

APS Level 4 - $77,607.00 and $82,997.00 plus 15.4% super (part time pro-rata)

Contact Officer

Davina Marotte - Davina.Marotte@nema.gov.au - 0429 653 413  

Office Arrangements

Onsite 

Applications close on 06/04/2025 at 11:59pm AEST (midnight) - Late applications will not be accepted.

About our opportunity

This process is being used to fill 3 immediate position/s. 

Applicants suitable for the role but not offered the position for the current vacancy may be placed in a merit list or pool to fill similar vacancies for up to 18 months anywhere in ACT.
 

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) was established on 1 September 2022 as 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 works closely with States and Territories to deliver the best outcome for communities across Australia. To help communities respond and recover, while preparing Australia for future emergencies, we:

• Fund programs and initiatives, big and small, that help communities in times of emergency, as well as to recover and prepare, including through disaster recovery funding and the Disaster Ready Fund to help reduce the risk and impact of disasters
• Have officers located across Australia, working in partnership with States and Territories to support disaster-affected communities to collectively build resilience, reduce risk and harm, and effectively respond to and recover from disasters
• Provide national leadership to share knowledge, situational awareness, and trends in disaster efforts to inform, guide and shape the national picture and decision-making at the Commonwealth, State and local Government level – including through policy development and strategy to improve risk reduction, resilience and recovery; and
• Provide round-the-clock all-hazards monitoring and operational coordination for domestic and international emergencies, including supply chain disruptions, critical infrastructure outages, biosecurity risks and widespread cyber-attacks, and through supporting preparedness and response activities, including through the operationalisation of the Australian Government Crisis Management Framework.

For further information on NEMA’s purpose, vision and values, please see About us | NEMA

 
Overview of the Branch and Section:
Executive Assistants within NEMA report directly to individual Senior Executive Service (SES) officers. The Executive Assistant works under limited direction, within a 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 and these roles are located in Canberra.
 
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.

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.

Specific duties/responsibilities:
Under limited direction, undertake routine to moderately complex general administration. This includes, but is not limited to:

• Diary management including organising, scheduling and coordinating for Senior Executive
• Establish and maintain collaborative relationships with internal and external stakeholders
• Proactively managing the workload of the Senior Executive by addressing routine, to moderately complex, enquiries and independently responding to internal and external queries
• Quality assurance (including proof reading, editing and drafting) of documents such as briefs, minutes and other advice, in accordance with departmental guidelines
• Contribute to the improvement of business processes, including working with other Executive Assistants and staff across the organisation to support key business outcomes.

 
Role requirements/qualifications:

• Strong written and verbal communication skills
• Excellent organisational skills, including time management and dealing with competing priorities
• Strong stakeholder engagement skills and the ability to liaise with internal and external stakeholders at various levels
• Knowledge, or the ability to quickly acquire an understanding, of organisational relationships and the responsibilities of the Agency
• Sound judgement and decision-making ability including critical thinking skills, or the ability to quickly acquire critical thinking skills, to be able to analyse issues and develop reasoned conclusions
• Proven experience to adapt in a fluid and ever-changing environment.

 
Desirable:

• Resilience and ability to work in an agile mindset, adapting to new and changing priorities
• Attention to detail to ensure consistency and accuracy of documentation
• Interpersonal effectiveness to build rapport and maintain stakeholder relationships
• Self-awareness, high-level of initiative, flexibility and resourcefulness
• Discretion and ability to deal with confidential and sensitive business matters
• Self-starter who works well independently and has a collaborative mindset to work as part of the team.

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

Please ensure you read the instructions carefully, noting failure to address identified requirements may lead to your application being deemed ineligible.

Please prepare a one-page Applicant Response in relation to the advertised role, outlining:

• How your skills, knowledge and experience will be relevant to this role
• Why you are interested in the role and what you can offer us
• Any specific examples or achievements that 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 - 136707 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 and successfully undergo a National Police Check
• Obtain and maintain a Baseline Vetting (AGSVA) security clearance
• Satisfy a probation period (if applicable)
• 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.