The Australian Bureau of Statistics (ABS) is looking to fill several opportunities for skilled Executive Assistants, at the APS4, APS5 and APS6 level , across various divisions within the ABS. These positions will support SES officers in managing and organising their day-to-day operations and liaising with a range of stakeholders, both internal and external to the ABS, to achieve desired outcomes. The key duties of the position include About the roles Executive Assistants play a pivotal role in ensuring the efficient operation of executive offices, enabling senior leaders to focus on strategic initiatives and decision-making. We are seeking motivated and professional Executive Assistants who can manage short and often conflicting deadlines while providing high-level administrative support with limited supervision. These positions require liaison and negotiation skills, and well-developed written and verbal communication skills. As the first point of contact for SES officers, you will maintain high standards of professionalism and build strong relationships with key stakeholders. The successful candidates will be well organised and able to work both independently and in a team. The ability to act with discretion and integrity is also essential. Demonstrated skills and experience working as an Executive Assistant are an advantage, but not essential. Responsibilities include, but are not limited to: Office coordination: Support your SES officer to coordinate and manage their schedule, including appointments, meetings, and travel arrangements. Ensure your SES officer is well prepared for all engagements by monitoring current and emerging priorities to ensure deadlines are met. Administration: Undertake administrative tasks such as facilitating travel arrangements, reconciliation of credit cards, and invoice acquittal. First point of contact: Act as the primary point of contact between the executive and internal and external stakeholders. Screen and prioritise emails, phone calls, and other correspondence. Meeting coordination: Organise and facilitate meetings, including agenda preparation, and ensuring all necessary materials are prepared in advance. Quality assurance: Review a range of different documents for errors and ensure adherence to templates and other corporate policies. In addition to the responsibilities outlined above, at the APS5 and APS6 level you will be required to undertake work that is more complex in nature and operate under limited direction. You will have increased accountability and will need to make decisions independently relating to your area of responsibility. For example, you may be responsible for: Group or division support: Coordinate input and responses to corporate requests. Provide secretariat support such as drafting agendas and minutes. Document preparation: Draft, edit and proofread correspondence, reports, presentations and other documents. Maintain a high level of accuracy and attention to detail. Project support: Assist with projects, research and data collection as required. Provide support for various initiatives and campaigns. Mentoring: Mentor and train more junior Executive Assistants. As an APS6 Executive Assistant , you would support the Australian Statistician or a Deputy Australian Statistician. You will be required to support both your SES officer and work as part of the Executive Support Team to deliver collective priorities for the ABS. Additional duties required at this classification may include coordination of Senate Estimates briefings, coordination and preparation of high-quality documents and presentations, and contributing to a culture of continuous improvement by identifying and implementing process improvements to enhance efficiency. The APS Work Level Standards apply to all Executive Assistant APS4, APS5 and APS6 duties. What we are looking for (selection criteria) We are looking for candidates with the following skills, experience, and qualities: high level of professionalism, discretion, and integrity; strong initiative to proactively manage issues as they arise and the ability to anticipate the needs of the Senior Executive Service (SES); sound judgement and the confidence to escalate issues when necessary; excellent time management skills and the ability to deliver quality outputs within tight deadlines; excellent interpersonal skills, the ability to work as an effective team member, and comfort communicating with colleagues at all levels; strong written communication skills and attention to detail; In addition to the above, to be suitable for at the APS5 leve l, you should also have: the ability to complete tasks that support the wider division such as assisting with project work, reviewing and proofreading documents, supporting project management activities, and supporting the training and development of more junior employees. In addition to the above, to be suitable for at the APS6 level , you should also have: the ability to support more complex tasks such as coordinating Senate Estimates briefings for the Group, providing secretariat support for executive committees, drafting high-quality documents and presentations, and driving process improvements to enhance efficiency across the ABS.
