The Executive Assistant (EA) works with the Leader and Deputy Chief of Staff to coordinate the Leader’s diary and calendar, including: assessing and responding to invitations and meeting requests; identifying meeting opportunities; providing an advance summary of meeting purpose and background to the Leader and attendees; arranging meetings, appointments, events, transportation and accommodation; and, working with senior staff to reconcile travel and other Leader entitlements.

The EA will also, when required, attend meetings with the Leader, make meeting summary notes and report actions from meetings to the Chief of Staff and Directors to assist the parliamentary, portfolio and stakeholder engagement work of the Leader.

The EA will assist the senior staff to ensure the good functioning of the Leader’s Parliament House and Melbourne Electorate Office, and is the main first point of contact for stakeholders coming to the office. This role will travel to Canberra for Parliamentary sitting weeks, where s/he will assume responsibility for the office reception and also assist with monitoring the Parliamentary Chamber (supporting the whips staff).

The EA also manages projects such as the Leaders interstate tours, and will be required to undertake some event coordination within the community and also in Parliament.

The position will be based in Melbourne and require frequent travel with the Leader, in particular to Canberra during Parliamentary sitting weeks.

PAY and CONDITIONS

The position is offered under the Members of Parliament (Staff) Act 1984, with employment conditions outlined in the Commonwealth Members of Parliament Staff Enterprise Agreement 2020-2023. In addition to salary, employer-sponsored superannuation of 15% is offered along with generous travel allowance benefits.

The position is offered at an Executive Assistant classification for a total per annum salary of $103,195.

ROLES and RESPONSIBILITIES

1. Work with the senior staff to provide high level administrative and personal support for the Leader.
2. Manage the Leader’s diary appointments - including assessing and responding to invitations and meeting requests; coordinating meeting times, booking travel and collating pre-meeting briefing notes
3. Coordinate across the Leader’s Office staff team to help the Leader use their time effectively to fulfil their media, parliamentary, constituent and management duties
4. Attend public and private functions to assist the Leader as required, and make meeting summary notes and report actions from meetings to staff for follow up
5. Day to day personal assistance to the Leader, when requested
6. Management of the Leader’s inbox, including ensuring a twice daily triage occurs and coordinating other staff to follow up where required
7. Liaise with the House Whip’s Clerk and Senior Parliamentary Adviser (House) to support the Leader in carrying out their Parliamentary responsibilities and help monitor activity occurring in the Parliamentary Chamber
8. Project manage one-off events and multi-day trips, when requested (with support from the campaigns and media staff)
9. Work collaboratively as an effective team member
10. Contributing to the ongoing development of the team by establishing positive and constructive working relationships and by participating in the team planning process
11. Other duties as directed by the Leader, or senior staff.

SELECTION CRITERIA

1. Sound experience in office administration, and in providing high-level personal and confidential secretarial and administrative support services in a sensitive political environment.
2. Strong attention to detail.
3. Outstanding oral and written communication skills.
4. Highly developed interpersonal skills that demonstrate excellent personal conduct, political awareness and presentation, and ability to maintain confidentiality, diplomacy and astuteness in sensitive and political environments.
5. Strong skills in organisation, prioritisation and time management.
6. Skills in proactive strategic decision making, especially as relevant to current and emerging issues, public relations, strategic priorities, and political risk.
7. Sound understanding of Australian politics and current affairs, including a clear understanding of current local, national and international matters and the Australian Greens’ stance on these.
8. Excellent computer skills in work processing, database and project management packages, and email programs, preferably Microsoft Office (Word, Excel, Access and Outlook) and fast, accurate typing.
9. Experience coordinating and managing the operation of events and functions, and providing information, coordinating and development briefings and speech notes to ensure the Leader is well briefed on relevant issues.
10. Ability to work collaboratively and with flexibility as part of a close team under time constraints competing priorities and other pressures.
11. Proven ability to work effectively and efficiently with limited supervision/direction and sustain high-level performance, determine priorities, organise workloads and meet demanding work deadlines in an environment that imposes pressure.
12. Proven ability to develop and maintain strong working relationships with a broad cross-section of individuals, stakeholders and organisations and provide a professional interface between the Leader and these individuals, stakeholders and organisations.
13. Experience dealing with stakeholders regarding complex and/or difficult issues, whilst maintaining an astute awareness of politically sensitive issues.
14. Understanding of the Australian political system.

All employees are expected to sign a confidentiality and code of conduct agreement prior to the commencement of their employment. A probationary period of 3 months, with the option of extending by a maximum of two months, will apply.

All MOP(S) Act ongoing staff will have access to studies assistance and ad hoc training that relates to your job.

The Australian Greens encourage applications from any interested and qualified people. Aboriginal and Torres Strait Islander people are strongly encouraged to apply. We don’t discriminate on the basis of sex, age, race, religion, sexual orientation, gender identity or disability. We welcome people with culturally and linguistically diverse backgrounds to apply for all our roles.

A position description is attached.