Job Description
Commercial Group / Procurement (CG) Division / Executive Office (FAS) Branch
APS 4 ($82,613 - $94,289) | Ongoing | Full-time
Canberra, ACT
ABOUT THE DIVISION
The Procurement Division supports the Australian Government by providing leadership on procurement policy, capability, systems and strategic sourcing. The Division plays a central role in enabling value for money, ethical procurement, and the delivery of whole of government procurement arrangements that support government priorities.
The Branch contributes to these outcomes by delivering coordinated procurement initiatives, supporting Assistant Secretaries and senior leaders, and maintaining strong engagement across the Department of Finance, other Commonwealth entities, and external stakeholders.
The APS4 Executive Assistant plays a critical enabling role within the Procurement Division by providing high quality executive and administrative support to Assistant Secretaries and branch leadership, helping ensure the smooth operation of the branch, effective communication, and timely delivery of divisional priorities.
The Procurement Division comprises five branches:
Procurement Capability Branch (PCB);
Procurement Policy and Systems Branch (PPSB);
Strategic Procurement Branch (SPB);
Strategic Contracting Branch (SCB); and
Procurement Systems and Insights (PSI).
.
ABOUT THE OPPORTUNITY
An Executive Assistant (EA) provides high-level administrative support to the Division’s Assistant Secretaries (AS) and the First Assistant Secretary (FAS). EAs also work closely with other Executive Support teams to ensure the Division, and broader Department, is managed effectively and in a coordinated manner. An EA acts as the first point of contact for the relevant the AS or FAS and their work area.
Key Duties and Responsibilities
Provide high quality executive support to Assistant Secretaries, including proactive management of inboxes, diaries, meeting coordination, and preparation of agendas and meeting materials.
Track and coordinate incoming and outgoing tasks for the Branch, maintain action trackers, consolidate weekly reports, and record accurate meeting minutes to support executive decision making.
Liaise professionally with internal and external stakeholders, respond to enquiries, manage telephone calls, and refer matters to appropriate business areas.
Coordinate travel bookings, approvals and associated administration for Assistant Secretaries and divisional staff, ensuring compliance with Finance and whole of government requirements.
Perform governance and corporate support functions including quality assurance of documents, financial administration (credit card reconciliations, stationery orders), records management, and supporting urgent or ad hoc divisional priorities as required.
DETAILED VACANCY INFORMATION
For detailed information about these roles, including the job specific capabilities, please refer to the downloadable vacancy pack, which can be accessed by clicking the hyperlink at the bottom of this page.
ELIGIBILITY ADVICE & CANDIDATE NOTES
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.
Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.
We encourage and welcome applications from Aboriginal and Torres Strait Islander peoples, people with Disability, LGBTQI+ people, people from culturally and linguistically diverse backgrounds and mature aged people.
CONTACT INFORMATION
For specific questions relating to this job vacancy (including requests for adjustments), please refer to the details on the contact officer located in the downloadable job pack.
We can provide adjustments, including alternate formats of the application form, to the recruitment process for candidates including individuals with disability. If you require an adjustment to be made during the recruitment process (including alternate formats or have an enquiry about the support provided, please contact the Recruitment team via recruitment@finance.gov.au or call (02) 6215 1717 between 8:30am - 5:00pm AEST Monday to Friday.
For questions relating to the online lodgement of your application, please email the Recruitment team via recruitment@finance.gov.au or call (02) 6215 1717 between 8:30am - 5:00pm AEST Monday to Friday.
Frequently Asked Questions Opens in new window
Frequently Asked Questions Opens in new window
APS 4 ($82,613 - $94,289) | Ongoing | Full-time
Canberra, ACT
ABOUT THE DIVISION
The Procurement Division supports the Australian Government by providing leadership on procurement policy, capability, systems and strategic sourcing. The Division plays a central role in enabling value for money, ethical procurement, and the delivery of whole of government procurement arrangements that support government priorities.
The Branch contributes to these outcomes by delivering coordinated procurement initiatives, supporting Assistant Secretaries and senior leaders, and maintaining strong engagement across the Department of Finance, other Commonwealth entities, and external stakeholders.
The APS4 Executive Assistant plays a critical enabling role within the Procurement Division by providing high quality executive and administrative support to Assistant Secretaries and branch leadership, helping ensure the smooth operation of the branch, effective communication, and timely delivery of divisional priorities.
The Procurement Division comprises five branches:
Procurement Capability Branch (PCB);
Procurement Policy and Systems Branch (PPSB);
Strategic Procurement Branch (SPB);
Strategic Contracting Branch (SCB); and
Procurement Systems and Insights (PSI).
.
ABOUT THE OPPORTUNITY
An Executive Assistant (EA) provides high-level administrative support to the Division’s Assistant Secretaries (AS) and the First Assistant Secretary (FAS). EAs also work closely with other Executive Support teams to ensure the Division, and broader Department, is managed effectively and in a coordinated manner. An EA acts as the first point of contact for the relevant the AS or FAS and their work area.
Key Duties and Responsibilities
Provide high quality executive support to Assistant Secretaries, including proactive management of inboxes, diaries, meeting coordination, and preparation of agendas and meeting materials.
Track and coordinate incoming and outgoing tasks for the Branch, maintain action trackers, consolidate weekly reports, and record accurate meeting minutes to support executive decision making.
Liaise professionally with internal and external stakeholders, respond to enquiries, manage telephone calls, and refer matters to appropriate business areas.
Coordinate travel bookings, approvals and associated administration for Assistant Secretaries and divisional staff, ensuring compliance with Finance and whole of government requirements.
Perform governance and corporate support functions including quality assurance of documents, financial administration (credit card reconciliations, stationery orders), records management, and supporting urgent or ad hoc divisional priorities as required.
DETAILED VACANCY INFORMATION
For detailed information about these roles, including the job specific capabilities, please refer to the downloadable vacancy pack, which can be accessed by clicking the hyperlink at the bottom of this page.
ELIGIBILITY ADVICE & CANDIDATE NOTES
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.
Successful applicants will be required to undergo the process to obtain and maintain, or continue to hold the required security clearance level for the role as indicated in the downloadable job pack. All Finance staff are required to have a minimum baseline security clearance prior to commencement.
We encourage and welcome applications from Aboriginal and Torres Strait Islander peoples, people with Disability, LGBTQI+ people, people from culturally and linguistically diverse backgrounds and mature aged people.
CONTACT INFORMATION
For specific questions relating to this job vacancy (including requests for adjustments), please refer to the details on the contact officer located in the downloadable job pack.
We can provide adjustments, including alternate formats of the application form, to the recruitment process for candidates including individuals with disability. If you require an adjustment to be made during the recruitment process (including alternate formats or have an enquiry about the support provided, please contact the Recruitment team via recruitment@finance.gov.au or call (02) 6215 1717 between 8:30am - 5:00pm AEST Monday to Friday.
For questions relating to the online lodgement of your application, please email the Recruitment team via recruitment@finance.gov.au or call (02) 6215 1717 between 8:30am - 5:00pm AEST Monday to Friday.
Frequently Asked Questions Opens in new window
Frequently Asked Questions Opens in new window
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant position is now open for candidates interested in the Office Assistant Jobs sector. This role in Canberra offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Office Assistant Jobs is a plus.
