Job: Executive Assistant to the Deputy Head of Mission
Location: Embassy of Australia, Washington DC
Position Number: 10004
Status: Full Time
Agency/Branch/Work Unit: DFAT /Executive Branch
Security Assessment: Required
* This position is a designated security assessed position. Applicants must be Australian or Australian dual nationality citizens to be eligible for engagement. Employment in the advertised position is dependent on the employee having or acquiring a valid DFAT recognised security clearance. Security clearances can take several months to process, and employment cannot be commenced until an appropriate 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.
Recruitment Officer: Information about Locally-Engaged positions and Embassy recruitment procedures can be located on our website: https://usa.embassy.gov.au/terms-and-conditions-employment.
Email additional questions to: Recruitment.Washington@dfat.gov.au
The closing date for receipt of applications for this position is closing of business on Sunday, 29 April 2018.
Applications received after the closing date will not be considered. If you have not been requested to attend an interview within two 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, please see our website: https://usa.embassy.gov.au/how-apply.
About the Department of Foreign Affairs and Trade (DFAT)
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.
About the Position
The DHOM EA position manages the office of the Deputy Head of Mission (DHOM). The DHOM assists the Head of Mission (HOM) to manage the Embassy, coordinate the work of Branches to meet Embassy objectives and represent and deputise for the Ambassador as required. This position is often a ‘first point of contact’ with senior US and Australian government officials, business figures and members of the wider community including other Embassies.
The key responsibilities of the position include, but are not limited to:
- Manage the DHOM office and provide administrative support to the DHOM and liaise between the DHOM, HOM Office and senior Embassy staff, US officials and external organisations and representatives of other:
- manage DHOM’s diary and coordinate appointments and meetings
- examine, prioritise and/or action incoming correspondence
- draft letters and emails as required
- filter telephone calls and other enquiries
- mail collection and delivery
- coordinate travel, accommodation arrangements and travel acquittals
- maintain business cards file (including electronically), manage stationery supplies and office equipment
- Coordinate representational events including lunches, receptions and dinners at the Embassy and DHOM residence
- Undertake research and analysis as directed by DHOM or senior officers
- Assist with the coordination and development of visits by the Prime Minister, Ministers and senior officials
- 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 as required with representation and advocacy.
- Strong planning and organisational skills, demonstrated ability to work independently, apply initiative and work under pressure to meet changing priorities, deadlines and objectives.
- Good judgment, decision making and problem solving ability.
- Proven ability to undertake research and analytical tasks.
- Proven ability in applying policy and following established procedures, especially in a Government environment.
- Proficiency in computerised information systems and their application in an administrative context, including preparing and maintaining accurate records and databases.