Executive Assistant

The Office of the Director of Public Prosecutions (Cth) (CDPP) is seeking flexible, organised, and proactive Executive Assistants (EAs) at APS5 and APS6 classifications to join our team in Sydney.

You will work as part of a small management group and provide comprehensive executive, administrative, and operational support to the National Practice Leaders (NPLs), Senior Executive Lawyers (SELs) and their practice groups.  

As an APS5 Executive Assistant, you will:

• play a vital role in supporting the strategic objectives of the CDPP by acting as a central point of liaison between CDPP executive and internal teams and partner agencies and stakeholders across the criminal justice system; 
• coordinate and manage SELs schedules and diaries and undertaking other administrative tasks as required; and
• monitor executive inboxes, drafting routine responses, coordinating workflows, and following up on action items to meet key deadlines.  

As an APS6 Executive Assistant, you will also:

• operate in a fast-paced, high-pressure environment with limited supervision;
• draft executive correspondence, prepare briefing packs, and manage sensitive partner relationships across the APS;
• undertake leadership responsibilities, including coordinating workflows and supporting team management activities; 
• partner with leaders, and helping create positive outcomes for our team members; and
• act as a strategic partner to senior leadership, ensuring the seamless operation of their offices and alignment with organisational priorities. 

Our ideal candidates are experienced EAs and administrators who can proactively identify and anticipate the requirements of a senior executive, exercise sound judgement and remain composed when prioritising work. 

The CDPP welcome applications from EAs with varied experience across the private sector, private legal practice and/or government sectors who are looking for the opportunity to transfer their expertise into the federal government environment. 

ASP5 Executive Assistant

In addition to meeting the Integrated Leadership System profile at the APS5 classification, primary outcomes and accountabilities will involve the following.

• Diary management; scheduling appointments and organising travel;
• Managing Executive inboxes, preparing responses to routine and less complex enquiries; 
• Prioritising and coordinating workflows, collating and follow up of information to ensure deadlines are met; 
• Secretariat support through effective minute taking and action tracking for various Senior Executive lead meetings;
• Stakeholder engagement and liaison with various stakeholders of all levels and supporting with general enquiries; 
• Financial management, coordination and reconciliation of Senior Executive finances, including card acquittals, cab charges and reimbursements; 
• Procurement management, including coordinating spend approvals, contracts and processing invoices;
• Providing support to the broader Practice Groups if capacity permits;
• Supporting the ‘Front of Office’ functions, including greeting visitors, receiving and responding to phone calls, emails and general correspondence for the Executives; and
• Supporting up to 3 Senior Executives. 

APS6 Executive Assistant

In addition to meeting the Integrated Leadership System profile at the APS6 classification, primary outcomes and accountabilities will involve the following.  

As an APS6 EA to a Senior Executive you will be a strategic problem solver, anticipating the needs of leadership, possess an ability to navigate complex challenges and manage the day-to-day operation with efficiency, with a specific focus on: 

• Proactive management of the Executive's complex and frequently shifting calendars, optimising their time by resolving scheduling conflicts and prioritising high-impact meetings; 
• Manage the Executive’s inbox, monitoring emails, drafting responses to correspondence, delegating work and monitoring deadlines;
• Manage partnerships by acting as the primary point of contact between the Executive and internal/external partners; including the screening and management of incoming emails and correspondence, acting with sound judgement and confidentiality; 
• Coordinating detailed travel arrangements and logistics including flights, accommodation and other transport; 
• Managing all meeting and event requirements, including the preparation of agendas, briefing packs, and presentation materials. At time, these roles will attend meetings where required to record accurate minutes and track action items; 
• Financial administration. including the processing and tracking of corporate expenditure, assist with managing budgets and procurements in accordance with CDPP policy; 
• Office support functions; including greeting visitors, arranging meetings and organising local logistical arrangements, room bookings, catering, escorting external stakeholders and taking a lead role supporting your site location; 
• Secretariat support, including minute taking, for various Senior Executive lead meetings;
• Assisting leadership with special projects, including research, data compilation, preparation of internal and external report and cross departmental coordination; and
• Potentially supporting more than one Senior Executive.

• Employees in these roles must commence on an AGSVA Baseline security clearance as a minimum and have the ability to obtain and maintain an AGSVA Negative Vetting 1 or Negative Vetting 2.
• Australian Citizenship. 

No matter where you work with us, you’ll have access to:

• unique and challenging work;
• professional development opportunities;
• generous leave entitlements with additional paid time off during the Christmas close-down period;
• clear and transparent salary progression, and scheduled salary increases;
• 15.4% superannuation;
• flexible working arrangements that promote work-life balance;
• a $295 annual wellbeing allowance; and
• free and confidential 24/7 counselling through our Employee Assistance Program (EAP), available for staff and their family members.

*Please refer to the Candidate Information Pack for details.