Executive Assistant, Delivery Support Branch

About this role

The Delivery and Support Branch (DSB) leads the AEC’s preparation for, and delivery of, electoral services and plays a critical role in overseeing the delivery of election events. The branch is responsible for managing key national systems, contracts and services that support successful electoral event delivery. DSB comprises of the Event Management and Delivery Assurance, Voter Services, Event Technology, and Polling and Count Operations sections, which work collaboratively to ensure the effective delivery of electoral outcomes. The Executive Assistant provides high-quality executive and administrative support to the Assistant Commissioner and the broader branch in a professional, accurate and timely manner. Working under general direction, the role undertakes moderately complex administrative activities and applies sound judgement and organisational skills to support a range of functions, including governance, resource management, recruitment and induction. The role may also provide flexible executive support across one or more SES officers in response to changing organisational priorities and business needs. This position is suited to an organised and proactive professional who can effectively manage competing priorities, maintain strong stakeholder relationships and contribute to the efficient operation of the branch. Key position responsibilities of this role include, executive, administrative and coordination support to the branch Assistant Commissioner and SES officers across the Service Delivery Group. You will manage stakeholder enquiries, correspondence, diaries, meeting schedules, and domestic and international travel arrangements, ensuring the effective day-to-day operation of the branch. Working collaboratively across the AEC, you will coordinate a range of administrative activities, maintain accurate records, and liaise with Executive Assistants and stakeholders to support business operations and branch priorities. You will support branch governance arrangements by providing secretariat services for meetings and governance forums, including preparing agendas, coordinating papers, taking minutes, monitoring action items and contributing to reporting requirements. You will also contribute to election readiness, preparation and delivery activities in accordance with branch responsibilities and organisational priorities. The role includes supporting resource management activities by maintaining staffing and establishment records, monitoring budgets and expenditure, processing invoices and accruals, and administering corporate credit card transactions. You will also undertake low-value, low-risk procurement and contract administration activities, ensuring compliance with relevant policies, procedures and record-keeping requirements. In addition, you will coordinate recruitment and onboarding activities, including arranging the advertising of vacancies, scheduling interviews, supporting selection processes and facilitating onboarding requirements to ensure new employees are set up for a successful commencement. To excel you’ll have: • Experience providing high-quality executive, administrative, coordination and/or governance support, including the ability to manage competing priorities, meet deadlines and maintain a high level of accuracy. • Ability to build and maintain effective working relationships, with strong interpersonal skills and demonstrated effectiveness in communicating clearly and professionally, both verbally and in writing. • The ability to achieve results by organising workloads, exercising sound judgement and delivering outcomes within agreed timeframes. • Experience analysing information and maintaining accurate records, with strong attention to detail and the ability to produce reports and other documentation using current and reliable data. • Well-developed digital literacy skills, including experience using the Microsoft 365 suite and business systems to support administrative and coordination activities. • Demonstrated commitment to delivering high-quality client service, including providing responsive support, practical advice and effective solutions to stakeholders. Desirable • Experience using online travel booking systems, corporate credit card management processes and associated financial administration tools.