We are seeking an experienced and motivated self-starter to join the Corporate Services team for a hands-on, highly varied and proactive role where you will provide comprehensive administrative support to the Chief Operating Officer (COO) of the Australian Institute of Family Studies, as well as providing office and facilities management for the agency. You will manage the COO's busy schedule while engaging with the Institute's senior managers and research teams. The successful candidate will be an excellent team player who can bring your skills to work in an agile, supportive, dynamic, challenging and fast-paced environment. You will need to think logically, be well-organised, flexible, maintain confidences, show a high level of initiative and judgement and have the ability to work with a range of stakeholders. 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 Chief Operating Officer and 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 role of the Business Support Officer/Executive Assistant is to deliver essential office and facilities management services and administrative support to the Executive Leadership Team. The position is responsible for day-to-day office and facilities management and a range of other tasks including serving as the primary contact for visitors and phone and email inquiries, travel booking coordination and providing administrative support to the Chief Operating Officer. The role also performs the secretariat role for the AIFS Risk and Audit Committee. The Business Support Officer/Executive Assistant will be committed to the purpose and role of the organisation. The role involves building a strong workplace culture that is professional, friendly, cooperative and approachable, with a positive service approach. The key duties of the position include Under limited direction, the Business Support Officer/Executive Assistant provides high quality administrative support as part of a small team in the Executive Office. The role requires the development of a sound working knowledge of AIFS' policies, procedures and guidelines to perform the following duties: Manage the Chief Operating Officer's administration requirements efficiently and discreetly including diary management and travel arrangements, credit card and financial reconciliations, and coordination of approval processes. Manage facilities services, including acting as the main point of contact for building management, contractors and agency staff. You will be responsible for arranging necessary works and repairs through the AIFS property service provider and ensuring that all property maintenance and facilities issues are rectified in line with contractual arrangements and agency requirements. Coordinate travel for agency staff, including booking flights, accommodation and ground transportation. Ensuring all bookings comply with travel policies and managing required documentation, including requisition forms, travel allowance calculations, itineraries and expenditure reconciliations. Provide secretariate support for the Institute's quarterly Risk and Audit Committee in collaboration with the Chief Operating Officer and the Chair of the Committee. Support the day-to-day operations of the Institute by delivering office management and administration services, including monitoring and ordering kitchen and office supplies/stationery, and providing reception coverage including answering telephone enquiries, greeting and signing in visitors and monitoring an enquiries inbox. Provide Agency Staff Event management support, including assistance across a range of staff meetings and events, encompassing all logistical aspects such as catering and venue arrangements. Maintain accurate records of all executive documentation in line with AIFS' business classifications and record-keeping procedures. Ensure AIFS' procurement and governance processes are followed, including corporate credit card reconciliations and payment of accounts for Executive. Provide a secretariat function for internal committees and external meetings when required. Support the coordination of AIFS' external committees by scheduling submissions and meetings, providing secretariat services and liaising with members. Coordinate with other AIFS' teams and senior executives to prepare for and respond to government processes such as Senate Estimates, Questions on Notice, and Ministerial Submissions. Collaborate with other executive support staff to coordinate correspondence and other arrangements across the executive team. Liaise with staff in other agencies and other external stakeholders to arrange meetings. Act as the primary point of contact for staff, management, contractors and external stakeholders on facilities matters, including maintenance requests. Work with managers or other staff to ensure office and administrative operations, including events and use of office spaces, are efficient and professional. Develop and maintain relevant procedures, policies and other resources. Key Selection Criteria Professional expertise Understanding our organisation Achieving results Interpersonal skills Communication skills Leadership Values For a comprehensive overview of the selection criteria, please see the Position Description for more information.
