Executive Officer

Classification: APS 6 (ASSEA B2)
Location: Level 12, 280 Elizabeth Street, Surry Hills NSW 2010
                 Level 4, 2 Constitution Avenue, Canberra ACT 2601
Position #: 31127
Position type: Ongoing; non-ongoing; full-time; part-time
Remuneration: APS 6: $95,692 per annum to $105,229 per annum plus 15.4% superannuation
Report to: Chief Executive Officer, ASSEA
Reports: Nil
Security Clearance: Baseline

About the agency

The Asbestos and Silica Safety and Eradication Agency (ASSEA) is a small agency that was established in 2013 to oversee national actions to improve asbestos awareness and the effective and safe management, removal, and disposal of asbestos. This involved coordinating the implementation of the Asbestos National Strategic Plan.

In December 2023, the agency’s functions were expanded to include silica through the Amendment of the Asbestos Safety and Eradication Agency Act 2013. The agency’s name changed to the Asbestos and Silica Safety and Eradication Agency.

Our role is to assist in the prevention of exposure to asbestos fibres and respirable crystalline silica, to eliminate asbestos and silica related disease in Australia and the devasting impacts they create. We do this by coordinating the implementation of the national strategic plans for asbestos and silica. In doing so we are fortunate to work alongside other government agencies, employee and employer representatives, technical experts, the research community, impacted families, and partners, all motivated by the same outcome.

We are a non-corporate entity under the Public Governance, Performance and Accountability Act 2013 (PGPA Act). Our Chief Executive Officer is appointed under the Asbestos and Silica Safety and Eradication Agency Act 2013 (the Act) and performs functions in accordance with that Act.

About the role

The Executive Officer provides senior level administrative support to the Chief Executive Officer to assist efficient and effective business outcomes. This includes supporting CEO Office governance alongside the ASSEA Corporate Services Team and representing the agency as required. The Executive Officer will build professional relationships with a wide range of internal and external stakeholders, Senior Executive leaders, ASSEA team members, ASSEA Council and Committee members and partners. 

Our ideal candidate will be a professional who is a self-starter, has good judgement, is organised, and results oriented. You will bring to the role your senior executive support experience, strong emotional intelligence and demonstrated capacity to liaise effectively and work professionally with a diverse range of people. You will have great attention to detail with the ability to adapt to competing priorities and stay focused in a fast paced and high-pressure working environment. You should also be comfortable working with technology and operating in a flexible and dynamic workspace.

The key duties for the position include, but are not limited to:

• Provide high level administrative expertise, advice, and assurance, including managing the CEO’s diary, emails, and work schedule, bringing priority matters to the attention of the CEO.
• Prepare and proof correspondence, coordinating strategic meetings, and providing materials as required ensuring the CEO is appropriately briefed about forthcoming meetings, events, and issues.
• Coordinate the preparation of sensitive information including senate estimates briefings, and Ministerial and parliamentary requests ensuring responses are provided at the required standard, within set timeframes, and document managed via the Parliamentary Document Management System (PDMS).
• Collaborate with ASSEA Directors and team members, on cross agency administrative processes and requirements to support efficient operation of the CEO office.
• Manage schedules including the CEO diary and travel management and coordinate meetings and appointments with both internal and external stakeholders.
• Organise senior management meetings and staff meetings, as well as strategic planning events ensuring agendas/presentations/required paperwork are issued in a timely fashion.
• Undertake administrative tasks including stationary orders, maintaining phone contact lists, assist in financial acquittal services and procurement process, and property and accommodation related requests.
• Lead administrative processes that support good governance as aligned to relevant legislation, APS requirements and ASSEA policies and procedures, including maintaining records and files in the agency’s official records management system.

Skills and Abilities

• Demonstrated experience working in a fast-paced environment managing sensitivities when undertaking duties, exercising judgement, discretion, and confidentiality in the management of information provided to the Executive.
• Demonstrated ability to set, manage and prioritise workloads aligned to corporate plans, maintaining timeliness, accuracy, and attention to detail.
• Excellent engagement, communication, and organisational skills with the ability to liaise in an effective and professional manner with staff and external stakeholders at all levels, anticipating and managing needs and expectations.
• Ability to facilitate innovative administrative process initiatives and contribute to business improvement strategies and change in the workplace.
• Ability to work autonomously with limited supervision while supporting team initiatives aligned to the role.
• Highly developed skills using a suite of software (including Outlook, Word, Excel, PowerPoint).

Eligibility

To be eligible for employment with ASSEA, you must be an Australian citizen and you will be required to successfully undergo a police record check.

The successful applicant must be able to obtain and maintain a minimum of a Baseline level security clearance or hold a current security clearance of an appropriate level. More information on the security clearance vetting process is available on the Australian Government Security Vetting Agency (AGSVA) website.

Recruit Ability applies to this vacancy. Under the Recruit Ability scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job. For more information visit: https://www.apsc.gov.au/recruitability