APS4/5 Executive Assistants including Affirmative Measures (Multiple Vacancies)

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

The opportunities

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.  

These positions are based in Canberra ACT and require regular in-office attendance to support the day-to-day operations of the executive office. Due to the operational requirements of supporting Senior Executive and executive office functions, these positions are not generally suited to fully remote working arrangements. Any requests for flexible working arrangements will be considered on a case-by-case basis in accordance with the DFAT Enterprise Agreement.

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.

Our ideal candidates

Our ideal candidates will be interested in developing or furthering their abilities to become an experienced administration professional. As an executive assistant within the department, you will be expected to carry out your daily duties under limited direction.  You will be required to provide administrative support to the department’s senior executive cohort.  

The executive assistant roles call for individuals who are highly organised, personable, flexible and agile. You will need to be comfortable conversing and interacting with a range of internal and external stakeholders. You will possess a proven ability to think on your feet and proactively find solutions to issues as and when they arise.  

Candidates should:

• have excellent interpersonal skills. You will be able to interact positively with a wide variety of stakeholders,
• be approachable and build and sustain positive relationships with stakeholders,
• be highly organised, adept at managing multiple diaries and competing and changing priorities,
• thrive in a high-volume environment and be comfortable working with limited direction and supervision,
• handle sensitive information with tact and discretion, maintain confidentiality and adhere to the APS Code of Conduct and values.

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 EDRMS (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.   

Submit your application via the department’s website at DFAT Careers before the closing date.

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