Organisation: Department of Foreign Affairs and Trade
Job Title: Executive Assistant
Word Limit: 2 pages
Location: Canberra
Supports strategic direction – I have excellent skills in exercising sound judgement, with the ability to analyse a range of
information to make sound, practical decisions. While on secondment to the G20 taskforce as Transport Information
Assistant, the team I was with lost its management staff. I took over the role of Transport Coordinator, using my strong
judgement skills to determine what actions needed to be taken. This included continuing to implement the G20
transport and traffic management plan for Brisbane and coordinating the activities of various volunteers involved in
these arrangements. I used common sense to work out the types of issues and enquiries the volunteers would face in
their placements in hotels, airports, and meeting venues and provided them with briefings, information and guidance to
help them deal with a range of possible scenarios.
I have always demonstrated a clear understanding of the objectives and direction of the organisations that I have been
employed within, and can see how the work I undertake contributes to this. In my current position as the Executive
Assistant (EA) to the First Assistant Secretary (FAS) of the Regional Network Division, I support the FAS to manage the
Network. The role of the Network is to ensure that that Indigenous communities are placed at the centre of the
development of Indigenous Advancement Strategies and that outcomes are focused on the government priority areas of
school attendance, employment, and community safety. I work with the FAS to create a cohesive Network, facilitating
the seamless flow of information from head office and across the Network and ensuring that joint service priorities and
local initiatives are managed in an integrated manner. In my current role I also use my judgement skills to determine the
allocation of Ministerials to specific offices on behalf of the FAS and to determine what issues should be brought to his
attention. This requires a strong understanding of the Network and the ability to review information in documents to
decide how to progress these types of matters.
Achieves results – I am a creative and innovative employee who can identify opportunities to improve processes to
increase efficiency and achieve results within the workplace. As mentioned previously, when seconded to the G20
taskforce I demonstrated initiative in taking over the responsibilities of the Transport Coordinator role. This involved
juggling a range of urgent priorities and coordinating the activities of a large number of volunteers to deliver effective
transport and traffic arrangements. All of these activities had to be completed within extremely tight time frames that
could not be extended. In my current role I have also demonstrated initiative by establishing a regular meeting schedule
with my FAS and with the EAs across the Regional Network. I use the meeting with the FAS to determine his priorities
and to then forward plan my activities to align with this direction. With regard to the meeting with the EA cohort, I
established these to effectively distribute information, provide a forum to share learnings, good practice and innovation
and to deal with any issues that may arise within regions or the entire Network. While employed with Aspen Medical I
deployed an IT solution to improve the company’s recruitment systems, recommending and implementing a more
efficient and effective system to manage the recruitment process. To achieve this I developed a business case that
demonstrated the benefits of the system and then tailored the package to align to needs and practices of the
organisation. I also acted as the system administrator, reviewing any issues that arose and working with staff to ensure
the system supported and enhanced the business.
I also have always been committed to delivering quality outcomes while managing a diverse range of deadlines and
priorities. In my EA role I coordinate a range of reports and correspondence on behalf of the FAS, drawing input from
across the Division and collating it into well-structured quality documents. The timeframes for these items is often
limited and I have to be extremely well organised to ensure all deadlines are met. This includes liaising regularly with
staff providing the information and ensuring that they deliver their input by the required due dates.
Supports productive working relationships – Throughout my professional career I have demonstrated the ability to
develop collaborative working relationships and partnerships with clients, colleagues, and other relevant stakeholders.
As an EA I deal with a range of staff across the Regional Network, consulting and liaising with them to gain their
cooperation and input into various activities, processes and strategies. To achieve this cooperation I have to establish
productive relationships with all of these stakeholders, working with them in a respectful and professional manner to
ensure an integrated approach to service delivery.
A good example of my ability to establish productive relationships relates to the role I undertook as a Senior Placement
Consultant with Aspen Medical, a company that provides healthcare services in Indigenous, rural and remote
communities. In this position I recruited and placed a range of medical and allied health professionals in remote
Aboriginal communities. I developed excellent relationships with the professionals I placed into communities, providing
them with accurate, useful information and delivering exceptional support and encouragement at all stages of the
placement. I was always honest and transparent with candidates, giving them a realistic picture of the both the
challenges they may face as well the significant rewards that came from service in remote communities. I established
excellent relationships and networks with internal business partners, external clients, suppliers and potential personnel
to facilitate continuous organisational growth.
Displays personal drive and integrity – I have a proven record in behaving professionally, and maintaining the highest
level possible with regard to ethical standards and integrity. In various roles I have had access to, and was responsible
for, a range of private and sensitive information including Cabinet-in-confidence documents. I always showed the
highest respect for the confidentiality of this information, followed storage and security requirements meticulously and
saw myself as being personally accountable for ensuring the privacy of clients and staff and the security of data. My
strong integrity is demonstrated by the high levels of personal responsibility I have been given in various positions in
relation to access to information, including sensitive political matters, contentious staffing issues and confidential
documents. In my current role I recently had to investigate the process of transporting in-confidence documents,
including the purchase of a lockable briefcase and the correct procedures to distribute the documents safely and
securely.
Communicates with influence – I have excellent communication skills, with a proven record in liaising and consulting
with a diverse range of internal and external stakeholders. I focus on providing information in a clear and concise
manner, and tailor my language and presentation to suit my audience. In my current role I deal with the highest levels of
management, many of whom have limited time available. I always adopt a professional and courteous manner, follow
required protocol and communicate succinctly and with clarity. As mentioned previously, I led the establishment of
regular meetings of the EA cohort across the Regional Network. I use my communication skills to foster an environment
of mutual respect and cooperation with these colleagues, sharing information, providing coaching and support, and
taking on board different views and ideas.
As s Project Officer with the Remote Jobs and Communities Program (RJCP) I developed and distributed a range of RJCP
Resource Kits to community service providers in 59 regions. The Kits gave providers a detailed demographic and social
picture of the region, which in turn allowed them to work more effectively within the community to increase skill and
employment levels. To achieve this I had to consult extensively colleagues from a range of state and federal government
agencies to source information for inclusion in the Kits. I also had to communicate regularly and effectively with staff in
the DEEWR State Office Network, regularly organising teleconferences to ensure information sharing, and distributing
working documents for feedback and discussion.
Working in the field of recruitment and candidate place with both Aspen Medical and Julia Ross I gained exceptional
communication skills. I liaised with candidates and clients, interviewing the former to assess their skills and experience
and with the latter to determine their vacancy requirements. I managed employee performance, working tirelessly with
clients to ensure that candidates met the businesses skill requirements. I also communicated regularly with candidates,
supporting them in their positions and providing advice and guidance. It is also relevant that I attended a diverse range
of medical and allied health trade conferences, acting as a representative of Aspen Medical and promoting employment
opportunities with remote Aboriginal communities. I also have exceptional written communication skills, with the
ability to prepare clear and concise reports, correspondence, emails, and meeting minutes. These documents are often
prepared on behalf of the FAS and have to be of the highest quality at all times.
Personal Assistant/Executive Assistant Experience – I have extensive experience in the provision of executive support
and administrative coordination across a range of organisations and work environments. In my current role I coordinate
the office of, and act as EA to, the FAS of the Regional Networks Division. As EA I manage the office, coordinate the
FAS’s diary, manage his meeting schedule, coordinate workflow and Ministerial requests, manage records, oversee
correspondence and deal with all enquires to the office. My duties in relation to meeting management include
scheduling, planning and organising meetings, preparing all required documents, pre-briefing the FAS, taking and
distributing minutes and developing required presentations. My duties also encompass managing a variety of events,
such as workshops and conferences, on behalf of the FAS. This includes booking venues, organising catering,
coordinating attendees and managing presentations, and facilitating conferencing and videoconferencing. I also
organise all domestic and international travel and accommodation for the FAS and other meeting and conference
participants. I also have account management responsibilities for the division, and am the financial delegate. This
responsibility includes reviewing requests for funds and determining if the resources and equipment are justifiable
expenses. In my current position I have methodically reviewed and improved administrative systems within the office to
increase workplace efficiency and to provide the highest level of service to the FAS.
Prior to this I held a range of positions, including as a Project Officer and Recruitment and Placement Consultant, and in
other EA roles. I have delivered administrative and executive support, recruitment, selection and placement services,
project management, event coordination, client services and relationship management duties in both private and public
sector environments. Some of the relevant key skills that I developed in these positions included strong interpersonal
and communication abilities, with a proven record in interacting effectively and respectfully with people at all levels,
and from all cultural and social backgrounds.
