Executive Assistants and Administration/Project Support

We are looking to fill a number of Executive Assistant (EA) roles to support SES officers, as well as Administration/Project Support roles within sections across the Authority. These are exciting positions that are critical to the smooth operation of our Divisions and the work of our teams. 

The EA roles will primarily support the Division Heads (SESB2) but are also required to support two General Managers (SESB1) within the Division as well. EAs will recognise issues, develop solutions and anticipate and respond to the needs of the SES Officer and Division they are working with.

Administration/Project Support roles will be part of a team within our branches and may be required to work across various functions of the section/s, supporting relevant projects and operational needs. 

Both roles will likely work together on occasion to support each other and will be accountable under limited direction to perform and achieve moderate to complex administrative support work within an integrated workforce. They will be accountable for organising workflow and making decisions using initiative and judgement.

In addition to the general responsibilities and duties outlined in the Work Level Standards for the APS 5 level, key responsibilities and priorities may include (but are not limited to):

• deliver executive support including strategic diary management, scheduling meetings, document management including printing/photocopying/scanning and filing and records management.
• support executive stakeholder engagement, including updating and maintenance of NZEA’s Customer Relationship Management tool, NZEA Connect.
• proactive meeting preparation by utilising information to prepare briefing packs, reports and papers.
• provide quality assurance (including proof reading and editing) of documents such as briefs, minutes and other advice in accordance with departmental guidelines.
• collate and follow-up of information and track high-volume activity to ensure deadlines are met.
• write routine correspondence, including emails, letters and other administrative documents and taking minutes for meetings as required.
• monitor shared mailboxes and action requests, ensuring timely responses and follow-up.
• arrange, coordinate and reconcile all aspects of travel.
• prepare moderately complex to complex correspondence and, coordinate responses to ministerial and parliamentary requests via the Parliamentary Document Management System (PDMS).
• demonstrate understanding of, and compliance with, relevant legislative frameworks, government decision-making and policy requirements.
• create and maintain effective file management through an electronic records management system in line with organisational policies and procedures.
• demonstrate an ability to develop objectives for short-terms tasks and contribute to strategic planning and longer-term initiatives.
• establish and maintain relationships through effective communication, collaboration, negotiation and issues management with work areas across the NZEA.
• display initiative and apply sound judgment in providing administrative assistance to senior executives.
• contribute to change and to the improvement in quality and efficiency of services and use AI tools in line with APS and NZEA policy.
• provide administrative support for delivery and reporting of projects, ensuring activities are completed within agreed timeframes and priorities, using approved systems and escalating issues where appropriate. 

For further details on the role, including the specific capabilities and behaviours to tailor your resume and pitch towards to put your best foot forward, please click Apply Now and refer to the downloadable Candidate Information Pack.

Under section 22(8) of the Public Service Act 1999, employees must be Australian citizens to be employed in the APS unless the Agency Head has agreed otherwise, in writing. To be eligible for a position at the Authority, you should be an Australian Citizen at the closing date of application, unless exceptional circumstances apply.

Successful applicants will be required to undergo the process to obtain and maintain or continue to hold the required security level for the role as indicated. All Authority staff are required to have a minimum baseline security clearance prior to commencement.

Successful applicants will be assessed through our pre-employment screening checks, including a Nationally Coordinated Criminal

History Check and will normally be subject to a six-month probation period if new to the APS, or if they have not yet completed their probation period elsewhere in the APS.