Job: Executive Assistant
Location: Embassy of Australia, Washington DC
LE Level: LE4
Position Number: 11275
Agency/Branch/Work Unit: Defence/HADS(W)
Security Assessment: Required*
* Applicants must be Australian or Australian dual nationality citizens to be eligible for engagement. Employment in the advertised position is dependent on the employee holding or obtaining the required level of clearance. Security clearances can take several months to process, and employment cannot be commenced until the required level of clearance is confirmed. There is no guarantee that the successful candidate for the position will be successful in obtaining a clearance. The inability to obtain a clearance prevents that applicant from being employed and loss of a security clearance at any time will lead to termination of employment.
Contact Officer: Specific questions related to the position can be directed to Phil Brown at on +1 (202) 797-3325 or firstname.lastname@example.org
Specific questions related to the position can be also be directed to Paul P. Vella at Recruitment.Washington@dfat.gov.au
The closing date for receipt of applications for this position is Close of Business on Friday 09 March 2018 (EST). Applications received after the closing date will not be considered. If you have not been requested to attend an interview within four weeks of the closing date please assume that your application has not been successful on this occasion.
How to Apply
For details on how to apply and information about Locally-Engaged positions and Embassy recruitment procedures can be located on our website: https://usa.embassy.gov.au/how-apply
Please note taxation is a personal responsibility for all Locally Engaged Staff and individuals should confirm their taxation obligations before considering an offer of employment with the Embassy.
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 carry out 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 Position
This position manages the office of the Head of the Australian Defence Staff (HADS(W)). The position is responsible for the delivery of high level executive support to HADS(W) and the Office. HADS(W) is responsive to the Head of Mission (HOM) to manage all aspects of Defence business, coordinate the work of the Defence Branches to meet their objectives. The position involves Embassy-wide consultation and is the first point of contact for Defence’s interaction with senior US and Australian Government Defence and business interlocutors, as well as with members of the wider community. The position works closely with the Defence Chief of Staff, the Staff Officer to HADS and the HADS Executive team, in carrying out the required responsibilities. The position is required to conduct projects, organise official functions, undertake research tasks and examine, prioritise and direct incoming work/correspondence, while managing data records and Embassy data bases. The position also requires a comprehensive knowledge of the Australian and US Defence Organisations, including their structure and key appointments.
The key responsibilities of the position include, but are not limited to:
- Manage the office of the Head of the Australian Defence Staff in Washington and act as a liaison between HADS and senior embassy staff, Australian and US Defence officials, external organisations and representatives of other foreign governments, by providing a high level of office management, liaison and administrative support including:
- examine, prioritise and/or action incoming correspondence
- monitor incoming/outgoing emails, including cable traffic
- draft letters, minutes and emails
- manage telephone calls and enquiries
- manage written electronic records, mail collection and delivery
- arrange and coordinate internal and external appointments and meetings
- monitor the HOM’s diary (through EA to HOM) for critical points of coordination between HOM and HADS, as well as the diaries of DHOM, AFP, DFAT Political and Congressional
- coordinate travel, accommodation arrangements and travel acquittals
- monitor and maintain acquittals of HADS’ representational allowance
- establish, maintain, update and operate computerised information management systems, including HADS’ address book and Microsoft Outlook contacts database
- maintain business cards file, manage stationery supplies and office equipment
- monitor and update Frequent Flyer miles for HADS as required
- coordinate (with the SO HADS) HADS’ monthly report
- manage the ADS(W) Major Events Calendar.
- Contribute to the effective delivery of services through the management of special projects and the coordination of representational events including lunches, Branch Head activities, receptions and dinners both at the Embassy and HADS’ residence
- Undertake research tasks, including monitoring of news and media on the internet and a range of projects at the direction of HADS
- Assist the Defence visits and protocol officer with the coordination and development of visits by senior Defence staff, including Ministerial visits and other senior officials visiting Washington
- Monitor and record key visits to the United States by senior Defence officials and key visits to Australia by senior US Defence officials and periodically distribute to Embassy staff for information
- Assist to monitor and maintain a projected leave table for Defence Branch Heads and projected departure/arrival dates for Washington Post A-based staff for the information of HADS and the HOM.
- Proven experience in providing high-level support to senior management and an appreciation of undertaking this role in a secure environment.
- Well-developed oral, written and interpersonal skills including an ability to assist with liaison, negotiations, and consultations, and the ability to represent the office at all levels.
- Exceptional planning and organizing skills, demonstrated ability to work independently, apply initiative, be relied upon and work under pressure to meet multiple and changing priorities, deadlines and objectives.
- Demonstrated effective project management skills, including effective judgment, decision making and complex problem solving ability.
- Proven ability to undertake research and analytical tasks.
- Proven ability in applying policy and following established procedures.
- Proficiency in computerised information systems and their application in an administrative context, including an advanced ability to prepare and maintain accurate records.
- Proven ability to work effectively within a team, contributing positively to team operations and working relationships.
- Demonstrated knowledge of the Australian and US DOD organisational structures and key personalities.