Executive Assistant

ABOUT US

ASIS is Australia’s overseas secret intelligence collection agency. Its mission is to protect and promote Australia’s vital interests through the provision of intelligence services as directed by the Government. Its work can involve collecting intelligence relating to national security, international relations and economic issues. It also contributes to Australia’s coordinated national efforts against terrorism, proliferation of weapons of mass destruction, and trans-national issues such as people smuggling.

ASIS is a diverse and inclusive workplace, where our people are empowered through authenticity and a sense of belonging to achieve their potential and contribute to a shared purpose and mission. We seek to reflect the community we serve, and welcome applications from Aboriginal and Torres Strait Islander peoples, women, people with a disability, neurodiverse, people from culturally and linguistically diverse backgrounds and those who identify as LGBTIQA+.

WHAT WE OFFER

A competitive salary

A career with a difference making a direct contribution to Australia’s national security

A unique working environment where the work is stimulating and our people matter

Ongoing training and personal development opportunities

Ongoing employment with opportunity for part-time or flexible work hours

Generous leave provisions

This role is office based in Canberra.

Role

As an Executive Assistant, you will provide a full range of timely and confidential administrative and executive support to the Senior Executive Service (SES). As the first point of contact for internal and external clients, you are the face of the executive team and will manage the office within a discreet security environment.

The role requires a dynamic team player who enjoys working with stakeholders, team members and individually on projects. You will be able to meet tight deadlines and work to support ASIS priorities.

Key Responsibilities and Tasks

The following is an overview of key responsibilities and tasks:

• Manage the diary and commitments of an SES Officer with an understanding of their priorities. In consultation, resolve conflicting demands upon the SES Officer’s time from senior managers and internal and external stakeholders;
• Organise internal and external meetings and events including providing key documentation prior to the meeting and taking and distributing minutes;
• Coordinate, book and acquit domestic and international travel and accommodation, ensuring compliance with relevant policies. Administer invoices and acquit corporate credit card;
• Liaise with senior managers, internal stakeholders and members of agencies within and outside the National Intelligence Community to support effective communication and collaboration. Build and maintain positive relationships at all levels in order to seek guidance and assistance in resolving unexpected situations;
• Understand the needs and requirements of the SES Officer and undertake the work necessary to ensure goals are achieved and deadlines are met. Manage changes in a manner that minimises the disruption it causes;
• Act with discretion, integrity and professionalism.

Education, qualification and experience requirements

The following education, qualifications and/or experience will be highly regarded:

• Demonstrated experience in administrative and executive support tasks using a range of technology and computer applications;
• Effective organisation and prioritisation skills;
• Effective written and verbal communication skills;
• Demonstrated experience in developing and maintaining successful client/customer relationships and the ability to resolve differences and maintain relationships at all levels;
• Understanding of financial management and/or budgeting processes;
• Experience in similar roles.

Selection Criteria

Candidates are not required to provide a separate written response to the ILS capabilities, however, candidates are encouraged to consider the capabilities in preparing their application, as each candidate will be assessed on their ability to demonstrate behaviours aligned to the capabilities for the position.

Supports Strategic Thinking:

• Supports shared purpose and direction;
• Thinks strategically;
• Harnesses information and opportunities; and
• Shows judgment, intelligence and common sense.

Achieves Results:

• Identifies and uses resources wisely;
• Applies and builds professional expertise;
• Responds positively to change; and
• Takes responsibility for managing work projects to achieve results.

Supports Productive Working Relationships:

• Nurtures internal and external relationships;
• Listens to, understands and recognises the needs of others;
• Values individual differences and diversity; and
• Shares learning and supports others.

Displays Personal Drive and Integrity:

• Demonstrates public service professionalism and probity;
• Engages with risk and shows personal courage;
• Commits to action;
• Promotes and adopts a positive and balanced approach to work; and
• Demonstrates self-awareness and a commitment to personal development.

Communicates with Influence:

• Communicates clearly;
• Listens, understands and adapts to audience; and
• Negotiates confidently.

Job Specific Requirements

Demonstrated experience and education relevant to the role.

Applicant Instructions:

To APPLY, please submit an application ONLINE via the website. Candidates are required to submit a maximum 800 word pitch outlining their skills and experience for the role on offer along with a comprehensive resume detailing their work history.

APPLICATIONS CLOSE: Please refer to the website for closing date.

ELIGIBILITY

Candidates must be Australian citizens.

The successful candidate will be required to obtain and maintain the highest-level security clearance.

REASONABLE ADJUSTMENTS

All requests for reasonable adjustments will be considered and managed in consultation with you. We will continue to ask you if you require reasonable adjustments at each stage of the process. If you are successful in gaining employment, reasonable adjustments can also be made available to you in performing your role.

WHAT HAPPENS NEXT?

You may receive a SMS requesting you to complete online testing. Please ensure you complete this as your application will not be progressed otherwise. Please do not tell anyone about your application with our organisation at this stage of the process as doing so may harm your suitability for employment with us.

A merit list will be established for candidates who are suitable and will remain valid for a period of 18 months.

We thank you for the time and effort you have put into your application; however, we are unfortunately unable to provide feedback to unsuccessful candidates.