The role

The Australian Submarine Agency (ASA) is looking for highly experienced, enthusiastic and organised Executive Assistants to fill current vacancies supporting a number of SES Band 2 and 2 Star Officers across the Agency.

This role is fast-paced with rigid timelines. It requires management of the office environment and the prioritisation of multiple workflows. To succeed in this role, you will have great people skills the ability to anticipate the needs of your senior executive and demonstrate flexibility, resilience and initiative.

The duties of an APS 5 Executive Assistant in the ASA include the following:

• Accountable for the delivery of executive support including ‘front of office’ functions, including:
  • • Managing the appointment diary and meeting arrangements for the Senior Executive Service.
    • Monitoring and triaging the inbox of the Executive and Division.
    • Keeping contact lists up to date.
    • Printing meeting packs and tracking correspondence and clearance documents.
    • Tracking and processing administrative correspondence and documentation.
    • Responsibility for travel requisitions and acquittals for the office, booking travel and accommodation etc.
    • High level liaison with key internal and external stakeholders.
    • Developing business improvement initiatives to streamline workflow.
    • Advise, arrange, coordinate and reconcile all aspects of domestic and international travel in-line with Defence travel policy for Senior Executive Service Officers.
    • Understand and utilise internal and external professional knowledge and experience to improve processes and work outcomes.
    • Demonstrate and apply ASA administration policy and procedures.
    • Liaise with stakeholders and visitors of all levels, building good working relationships and providing a point of contact for assistance and general enquiries.
    • Mentor and develop APS 4 Executive Assistants (EAs).

Our team

Our people are capable, committed and diverse. We support an inclusive culture that emphasises respect and collaboration and prioritises safety and security. Our greatest asset is our people.

We have multiple divisions within the agency seeking EAs:

• Policy, Strategy & Engagement
• SM Capability
• Virginia Acquisitions
• Science & Technical
• Security & Stewardship
• Government & Executive
• SSN-AUKUS.

Our ideal candidate

We are a dynamic organisation seeking employees who are agile, innovative, resilient and energised by high-paced work. Our ideal candidates will bring the following attributes and skills to the role:

• Possess excellent communication and interpersonal skills including initiative, positive attitude and the ability to work under pressure to achieve results
• Have strong stakeholder engagement skills and a demonstrated ability to work collaboratively with a range of people, including internal and external senior executive levels and their support staff
• Ability to exercise sound judgement, discretion, and integrity including the ability to maintain confidentiality and privacy
• Strong attention to detail and organisational skills, ability to manage competing priorities, while working independently and collaboratively with the executive officer.

Application Closing Date: Sunday 27 April, 2025

For further information please review the job information pack, reference ASA/02605/25 here.