Defence Executive Assistant

3 weeks ago

London, United Kingdom Australian High Commission Full time

**About the Department of Defence**

The primary role of Defence is to defend Australia and its national interests against armed attack. In doing so, Defence serves the Government of the day and is accountable to the Commonwealth Parliament, which represents the Australian people to efficiently and effectively carryout the Government's Defence policy. Australia's Defence policy is founded on the principle of self-reliance in the direct Defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.

**About the Defence Science and Technology Group (DSTG)**

We provide expert advice to support major Defence acquisitions such as the Joint Strike Fighter and the Future Submarine and provide a basis for robust and contestable investment decision-making. We work to harness Australia’s strength by bringing together interdisciplinary teams to deliver science & technology impact, create solutions that confer strategic advantage and generate opportunities for developing sovereign industry capabilities.

The DSTG London Office is part of the Science Strategic Planning & Engagement Division of DSTG and manages international engagement and bi-lateral agreements with UK, European Governments and NATO on Defence Innovation, Science and Technology matters.

**About the Position**

The Executive Assistant (DSTG-L) provides high-level executive, administrative and organisational support to the Minister Counsellor Defence Science & Technology London & Paris (MINCONDSAT-L&P). Duties also include financial management and support for representation functions and events. The position will be located at the Australian High Commission, London.

**The key responsibilities of the position include, but are not limited to**:

- Provide executive, administrative and organisational support for the Minister Counsellor Defence Science & Technology, including receiving incoming telephone calls, managing appointments diary and invitation correspondence, organising meetings and receiving and escorting visitors.
- Coordinate travel arrangements including movement requisitions, itineraries and airline and accommodation bookings.
- Provide administrative and organisational support for other members of the Science & Technology London Team, as directed by MINCONDSAT(L&P).
- Assist MINCONDSAT in the tracking of DSTG staff travelling to the UK and other countries within Europe.
- Maintain financial records, including budget management, expenditure monitoring and preparation of monthly financial reports as required.
- Coordinate representational events and functions including logístical support and procurement and liaison with suppliers.
- Develop networks and contact with key stakeholders and maintain DSTG, and contribute to ADSL, database of contacts.
- Attend conferences/meetings as directed and write up summary reports.
- Prepare written correspondence, contribute to branch reporting and undertake research and analysis as required
- Support MINCONDSAT(L&P) and the DSTG and represent DSTG London as required.

**Qualifications/Experience**
- Demonstrated experience providing high-level executive and administrative support.
- Sound written and oral communication skills.
- Excellent organisational skills, attention to detail, and an ability to manage competing priorities and adapt quickly to change.
- Ability to build and maintain effective stakeholder relationships.
- Strong capacity to exercise discretion and judgement and manage sensitive information appropriately.
- Competency in electronic records management to meet audit requirements and to allow effective management of budgets.

**General Requirements**

Applicants must have the ability to obtain and maintain an Australian Government Security Clearance (NVL1 or above). **Only applicants who hold Australian citizenship can be considered for this role.**

**Selection Criteria**

In your written statements, you must include succinct, high-level relevant examples that support your claims against the role. The word limit is strictly 250 words per response.

A. Demonstrable ability to undertake a high level of executive administration and organisational support, including effective diary management, invitation correspondence.

B. Experience organising meetings, managing travel arrangements and compiling itineraries. Demonstrable ability to coordinate representational events and functions including logístical support and procurement and liaison with suppliers

C. Ability to manage competing priorities, excellent organisational skills and attention to detail, and to complete projects and assignments with limited supervision

D. Proven ability to work effectively across all organisation levels building strong relationships with stakeholders, demonstrating strong oral and written communication skills. Capability to exercise discretion and judgement and manage sensitive information appropriately.

E. Proficiency with Microsoft Outlook, Word and Excel.

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