The key duties of the position include The Role An opportunity exists for a highly motivated individual to provide executive support to the Commander of the Second (Australian) Division, who also commands Joint Task Force 629, which is responsible for Domestic Operations. With limited supervision, you will manage the office of a two Star officer. Duties include calendar management, preparation of correspondence, organising meetings, arranging travel, coordinating briefing packs, managing office systems and records including financial. The role may also provide administrative and operational support to the wider headquarters. The duties of an APS5 Executive Assistant occupation in Defence include the following: Accountable for the delivery of executive support including 'front of office' functions, managing the appointment diary and meeting arrangements for the Senior Executive Service. Advise, arrange, coordinate and reconcile all aspects of domestic and international travel in-line with Defence travel policy for Senior Executive Service Officers. Understand and utilise internal and external professional knowledge and experience to improve processes and work outcomes. Demonstrate and apply Defence administration policy and procedures. Liaise with stakeholders and visitors of all levels, building good working relationships and providing a point of contact for assistance and general enquiries. Build and sustain relationships to work collaboratively with internal and external stakeholders to achieve goals and objectives. Take the initiative to progress work to meet business objectives. Resolve problems using expertise, taking the initiative to identify alternative courses of action. Administer finance support in line with Defence Chief Executive Instructions. Maintain records management systems in line with Defence policies and procedures. About our Team We are an integrated civilian and military team that supports the Commander of the Second (Australian) Division and Joint Task Force 629 in driving alignment and integration across Defence and Army, through cross-functional networking and collaboration. You will form part of a close-knit team, working alongside a Military Assistant, Aide-de-Camp and Regimental Sergeant-Major. We work in a dynamic, agile, inclusive and respectful environment, where the learning and development of all staff is valued and supported. Collectively, the staff to the Commander work side-by-side in a highly collaborative and professional office on a daily basis to support Army and Defence. Our Ideal Candidate The Executive Assistant role is a position of trust and discretion working directly with members of the Senior Leadership Group. It is crucial individuals are suitably skilled, professional, work well under pressure and have strong communication skills. You will be well-organised, with a high level of initiative, and be able to manage competing priorities, work independently, and collaborate effectively in a fast-paced environment. You will proactively anticipate the needs of the Commander and exercise flexibility and resilience. You will have excellent time management skills, strong attention to detail and excel at building and maintaining stakeholder relationships. You will be self-aware, with a positive attitude, and show consideration and respect for a diversity of ideas and perspectives. You will be proficient in the use of Microsoft Office, and experienced in using records management and financial management systems.
