Make your mark in this hands-on, highly varied and proactive role where you will provide comprehensive senior level administrative support to the Director (Agency Head) of the Australian Institute of Family Studies. You will manage the Director's extremely busy schedule while engaging with the Institute's senior managers, corporate and research teams. The position provides an opportunity to apply your skills and experience working with a range of stakeholders in an agile, dynamic and challenging environment. We are looking for an experienced, highly motivated, capable and excellent team player who will be a part of a team of 3 Executive Support staff. This is a unique opportunity to operate at the centre of the institute's strategic and operational environment, working closely with the Director in a fast-paced, high-profile setting. As the Executive Officer to the Director, you will manage complex workflows, anticipate priorities and ensure the Director is positioned to make informed and timely decisions. You will need excellent organisational skills, operate with a high degree of autonomy, exercise a high level of initiative and judgement and maintain discretion when managing sensitive and confidential information and matters. Your ability to navigate competing priorities, coordinate information and build trusted relationships will be essential. About us The Australian Institute of Family Studies (AIFS, or 'the Institute') is the Australian Government's key research body in the area of family wellbeing. It is an independent statutory authority established in 1980 under the Family Law Act 1975. It is also home to the Australian Gambling Research Centre (AGRC), established under the Gambling Measure Act 2012 which builds the evidence base on gambling-related harm. The Institute is an agency within the portfolio of the Department of Social Services (DSS). Our mission is to conduct high-quality, impartial research into the wellbeing of Australian families, to inform government policy and promote evidence-based practice in the family services sector. We conduct research, provide independent advice and communicate findings to government policymakers, service providers, researchers and the community about factors affecting family wellbeing. Through our research, we contribute to developing policy and practice to promote the wellbeing of families in Australia. Our team The Executive Support team provide a range of professional executive support services to the Institute's Executive, including the Director, Chief Operating Officer, Research Directors and other senior staff as required, to facilitate the delivery of business operations and to support the achievement of organisational objectives. Position Requirements The Executive Officer (EO) will provide a range of high-level executive and administrative support services to the Institute's Director and other senior executives as required to facilitate the delivery of business operations and to support achievement of organisational objectives. As the most senior role in the Executive Support team, the position will also play an important part in representing the Director's Office to the agency, including acting as a first point of contact for the Director's Office, Executive Leadership and Executive Support team. As a representative of the Director's Office, the EO will possess excellent written and verbal communication skills and have a proven track record building and maintaining strong working relationships and rapport with both internal and external stakeholders. Additionally, the EO to the Director will assist Executive Support colleagues in managing complex workflows, providing guidance on best practices, and mentoring new Executive Assistants throughout the organisation to ensure their successful integration and development. The successful candidate will ideally have experience working within Australian Government agencies or with state and territory governments. The key duties of the position include Under the general direction of the Director (Agency Head), the Executive Officer will provide a high level of administrative and strategic support to the Director, which includes but is not limited to: Manage the Director's administration requirements efficiently and discreetly including diary, call and email management, and coordination of approval processes. Maintain knowledge of the work programmes across the Institute, and key areas of interest across government portfolios and relevant sectors to enable the efficient identification and management of emerging opportunities or issues and ensure the Director's timely response. Conduct research, analysis, integration, and synthesis of information from various internal and external sources on both corporate and operational issues to deliver timely advice to the Director on complex and sensitive matters. Oversee the preparation of Senate Estimates briefs and responses, including managing a Government Relations inbox and working closely with the Senior Executive team and other staff to ensure legislative obligations are met. Preparing, contributing to and quality assuring a range of written material, including briefs, agenda papers, reports, talking points, presentations, background briefings and ministerial correspondence. Managing the Director's diary, including liaising with Ministers' Offices, Government and Sector Stakeholders, and other senior officials' offices, and analysing, prioritising and pro-actively responding to meeting requests and correspondence. Additional duties as required which may include projects and providing assistance to the Institute's corporate and research functions. Apply strong interpersonal skills and communicate with influence to build and maintain key stakeholder relationships across government and sectors relevant to the Institute's program of work and represent the office of the Director across various internal and external forums. Provide a secretariat function for internal and external meetings as required, including electronic and face-to-face meeting setup, drafting and collating agendas and papers, taking minutes and facilitating actions. Maintain accurate records of all Executive documentation in line with AIFS business classifications and file structures. Develop appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow and tasks within the Executive Leadership Group, with an aim for continuous improvement. Ensure AIFS procurement and governance processes are followed, including corporate credit card reconciliations and payment of accounts for Executive. Provide travel services including planning, bookings, travel allowance payments, lounge memberships and advice. Coordinate office and administrative operations in conjunction with Executive Support staff. Additional duties as required which may include projects and providing assistance to the Institute's corporate and research functions. Key Selection Criteria Professional expertise Understanding our organisation Achieving results Relationships and interpersonal skills Communication skills Leadership Values For a comprehensive overview of the selection criteria, please see the Position Description for more information.
