Director General Defence Landworthiness’ role is to regulate and assure Land force elements and specialist capabilities to meet Defence’s operational and readiness requirements. The Headquarters is located in Russell Offices, Canberra with a small full time workforce and five Directorates covering various geographic locations.

The Executive Assistant (EA) coordinates a complex diary of changing requirements for the Director General (DG), collates comprehensive information submissions to support the DG’s attendance at briefings and manages competing demands for the DG’s attention. The EA is a key member of the Headquarters Executive Team that is managed by the DG.

The role requires stakeholder engagement and comprehensive awareness of the scope of work of branch activities, programs and projects to be able to forward plan the specific executive support requirements.

The EA role is an engaging mixture of many functions that cannot be neatly aligned to a single equivalent APS occupational role. Utilising contractor engagement at this time provides greater flexibility in determining the nature of the ongoing requirements.

The specific duties of the position will be regularly reviewed and any variations mutually negotiated between the occupant of the position and Defence line management.

The position will continue to evolve and develop as the Branch requirements mature and personnel are familiarised with options.

The contract manager will consult with the parent employment agency if there are significant changes to the scope of duties.

The preferred candidate will need an NV1 Security Clearance and experience with Defence administrative processes including records management (or the ability to develop that understanding very quickly). At a minimum, they need to be proficient in using the Microsoft Office Suite of applications.

They will have a mature approach to managing a challenging, dynamic and focussed group of stakeholders.

They will need a can-do attitude and a sense of humour.

The duties of the contractor position include the following but not all duties are required at all times as there will be cycles of activity and effort:

• Perform 'front of office' support functions, including greeting visitors and receiving and responding to phone calls, emails and general correspondence.
• Deliver executive support including managing the appointment diary and meeting arrangements of the DG. Identify issues, taking responsibility for gaining a clear understanding by listening and asking clarifying questions to others and applying common sense.
• Utilise the information available to prepare briefing packs, reports and papers for the DG’s engagements.
• Build and sustain relationships in order to work collaboratively within the work area and other areas of Defence.
• Liaise with stakeholders and visitors of all levels, building good working relationships and providing a point of contact for assistance and general enquiries.
• Actively monitor organisational information, guidance or policy for updates and change that may affect the administrative functions of the Executive.
• Evaluate changes and use common sense to solve problems that may be challenging yet broadly similar to previous situations and research solutions.
• In consultation with the DG develop and implement a plan to deliver the agreed options. Arrange, coordinate and reconcile all aspects of domestic and international travel in line with Defence travel policy for the DG and if required, Independent Landworthiness Board members.
• Maintain records management systems in line with Defence policies and procedures.
• Share own expertise with others and guide and coach less experienced staff.
• At all times, adhere to the APS Code of Conduct, Defence Security and WHS guidance, Privacy Legislation requirements, Defence Values and the associated behavioural requirements.