Executive Assistant – LE4 – DFAT – Vienna
Posted
The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Vienna, on a non-ongoing fixed-term basis for a period of 12 months, with potential for permanency.
The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia’s overseas diplomatic and consular missions. The successful candidate’s terms and conditions of employment will be governed by the laws of Austria.
Please be advised that the Australian Embassy, Vienna does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.
About The Department of Foreign Affairs and Trade
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas.
The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian Government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.
The Executive Assistant provides executive-level administrative and organisational support to the Head of Mission (HOM) and Deputy Head of Mission (DHOM) and contributes to the effective and efficient operation of the executive office. In this position you will need a high degree of initiative and excellent communication. The position serves as a key liaison between the Head of Mission, Embassy staff, Australian Government agencies, diplomatic missions, international organisations and other external stakeholders.
Key responsibilities of the position include but are not limited to:
- Provide executive-level administrative and organisational support to the Head of Mission and Deputy Head of Mission.
- Organise and maintain the Head of Mission’s program, including scheduling appointments, meetings with government, diplomatic, business and other key stakeholders, and official travel and transport arrangements.
- Coordinate and prioritise correspondence, identify urgent and sensitive matters for action.
- Coordinate briefing materials, reports, speeches and other documentation to support the Head of Mission’s engagements and decision-making.
- Develop and maintain effective working relationships with internal and external stakeholders and maintain relevant contact databases.
- Coordinate representational functions, receptions and public diplomacy activities, including guest lists, logistics and liaison with suppliers and stakeholders.
- Coordinate administrative processes related to HOM Residence domestic staff.
- Maintain financial records, monitor representational expenditure and prepare acquittals.
- Ensure records are maintained in departmental systems.
- Undertake other duties including backup support functions as required.
Required Qualifications/Experience
- Demonstrated experience providing executive-level and administrative support to senior executives.
- Excellent organisational skills, attention to detail and ability to manage competing priorities.
- Strong written and oral communication skills in German and English.
- Strong interpersonal and stakeholder engagement skills including ability to build and maintain productive working relationships.
- Ability to work effectively with minimal supervision in a professional team environment and manage competing deadlines.
- Strong capacity to exercise discretion and judgement.
- Demonstrated experience coordinating executive travel, events and representational functions.
- Advanced proficiency with Microsoft Office and records systems.
- Experience working in a foreign mission and demonstrated capacity to work as a member of a team an advantage.
Security Requirements
- Australian Government NV1 security clearance or ability to gain same.
- Applications can be considered only from nationals of Australia, Canada, New Zealand, the United Kingdom or the United States who are eligible for an Australian Government Security Clearance. Candidates holding dual Austrian nationality with one of the above nationalities are not eligible for a security clearance for this position.
- Applicants must be willing to undergo security checks necessary to obtain an Australian Government Security clearance.
Selection Criteria
Please ensure you provide a response to each of the listed selection criteria below. In your response, you must include relevant high-level examples from your experience that support your claims against the role.
The word limit is strictly 250 words per response to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.
A. Proven ability to provide a high level of executive support and administrative services with a high degree of autonomy and professionalism, exercising sound judgment and initiative to achieve results.
B. Strong organisational and problem-solving skills, with excellent attention to detail and the ability to manage competing priorities and tight deadlines with minimal supervision in a demanding environment.
C. Proficiency in Microsoft Outlook, Word and Excel, with a high level of IT literacy and the ability to manage an electronic records management system while ensuring ongoing compliance with policy guidelines.
D. Strong sense of accountability and discretion, particularly when handling sensitive information, with the ability to act with integrity, build trust, and work effectively within a small team.
The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to recruitment.london@dfat.gov.au.
We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.