Executive Assistants including Affirmative Measures (Multiple Vacancies)

Applications close 11:30pm AEST Sunday 13 September 2026

The department is seeking motivated and proactive individuals to provide high-level administrative and executive support to senior executive service (SES) officers and their respective teams.  

There are various positions available throughout the department. These are critical roles that offer a challenging and rewarding experience with exposure to government decision-makers. You will have the opportunity to showcase your skills and further develop your career. Successful officers may be expected to provide support to multiple senior executive staff.  

We welcome candidates from government and non-government backgrounds, who can add value by using their initiative and judgement to recognise issues, develop solutions and anticipate and respond to the needs of our senior executive officers. 

Vacancies to be filled are Canberra-based roles. Due to the nature of the work, these positions require a significant on-site presence and are not generally suitable for fully remote work arrangements.

If you are currently employed by DFAT as an On-going APS officer at the level being advertised, and you wish to move within the department, you are not required to apply through this recruitment process. DFAT employees at level seeking a move should instead apply through the internal domestic placement process. 

APS Level 4 Executive Assistants 

Executive Assistants at the APS4 level will: 

• work collaboratively across the branch and with other executive support staff 
• manage the office and diary of at least one SES Band 1 (or equivalent) 
• manage and prioritise emails, calendar and appointments, and associated briefing requests 
• coordinate meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlines 
• manage office systems and records using Microsoft Office, SAP, Parliamentary Document Management System (PDMS) and Electronic Document Record Management Systems (EDRMS) 
• organise domestic and international travel, including visa applications, travel itineraries and financial reconciliations 
• operate with discretion and good judgement in managing the flow of work and visitors 
• be committed to contributing positively to a workplace culture that values diversity and inclusivity. 

APS Level 5 Executive Assistants 

Executive Assistants at the APS 5 level will: 

• work collaboratively across the branch or division and with other executive support staff 
• strategically manage the office and diary of at least one SES Band 2 (or equivalent) 
• be the first point of contact for the SES, and provide clear, timely and effective communication and coordination, receive and respond to phone calls, emails and general correspondence 
• coordinate and prepare meeting briefs, papers, minutes and correspondence, including task tracking to ensure tasks are completed according to priority and deadlines 
• manage office systems and records using Microsoft Office, SAP, PDMS and TRIM (electronic file management systems) 
• undertake research and analysis to support project and administration or coordination tasks
• arrange domestic and international travel, including visa applications, travel itineraries and financial reconciliations 
• operate with discretion and good judgement in managing the flow of work and visitors for your SES 
• be committed to contributing positively to a workplace culture that values diversity and inclusivity. 

Applications close 11:30pm AEST Sunday 13 September 2026.

Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the Australian Public Service (APS) unless the Agency Head has agreed otherwise, in writing. 

Depending on the role into which you are placed, you may also be required to obtain and maintain a Working with Vulnerable People/Children registration (or equivalent).