Stand out and make your mark in this highly varied and proactive role where you get to provide comprehensive EA and administrative support to our 2 Research Directors. You will manage their busy schedule while engaging with the Institute’s senior managers and research teams.  The position provides an opportunity to apply your skills, working in an agile, fast-paced environment with a range of stakeholders.

Getting to know AIFS

We are the Australian Institute of Family Studies (AIFS), the Australian Government’s key independent research body and advisor in the area of family wellbeing, based in the Melbourne CBD. We produce research about ‘what works for families’ and make it accessible to decision makers, practitioners and the general public.

Position description

The Executive Assistant will provide a range of professional executive support services to the Institute’s Research Director, Data and Lifecourse Studies, and Research Director, Systems and Services, and work closely with the executive team to support and deliver on AIFS’ objectives. The successful applicant will have:

• Demonstrated experience within an executive assistance or senior administration position.
• Strong verbal and written communication skills including minute taking and the ability to produce clearly written materials suitable for a variety of audiences.
• Well-developed organisational skills, responsiveness, and the ability to have a flexible approach to work demands.
• Ability to prioritise, manage tasks and meet deadlines within a fast-paced environment.
• Strong interpersonal skills, including the capacity to work as an effective team member and across multidisciplinary research teams.
• Proven team player with the ability to identify and contribute new ideas.
• Experience using Microsoft Office Suite and a range of technologies and tools.

Position duties

This position is required to:

• Provide executive assistance and support to the 2 Research Directors including diary, call and email management and the coordination of approval processes.
• Coordinate, prepare for and respond to government processes such as Senate Estimates, Questions on Notice, and Ministerial Submissions
• Collaborate with other executive support staff to coordinate correspondence and other arrangements across the executive team.
• Liaise with staff in other agencies and other external stakeholders to arrange meetings.
• Maintain accurate official records in line with AIFS procedures and file structures.
• Coordinate office and administrative operations in conjunction with other support staff.

Terms

The Executive Assistant to the Research Director, Data and Lifecourse Studies and Research Director, Systems and Services, Research position will be offered as ongoing on a full-time basis. The position can be offered at an APS5-6 level with a salary of APS5 $78,775 to $84,933 or APS6 $87,092 to $97,092, depending on the skills and experience of the successful applicant, plus 15.4% superannuation.

Application information

How to apply

To apply for this position, please download the Position Description [PDF, (382 KB] and access the AIFS application form where you will also need to attach your resume and cover letter.

Applications close at 11:59pm, Wednesday 25 October 2023.

Contact: Human Resources 
Phone: 03 9214 7888 
Email: [email protected]

Position eligibility requirements

To be eligible for engagement, applicants must be Australian citizens unless special approval is given. For example, applicants with permanent resident status who have applied or intend to apply for Australian citizenship may be considered for engagement.

Conditions of engagement including probation, health and character clearances (including police records check, Working with Children Check and security clearance) may apply to this position.

AIFS is committed to providing an inclusive and diverse workplace. We encourage applications from Aboriginal and Torres Strait Islander people, people with disability, mature age people, those from culturally and linguistically diverse backgrounds, people who identify as LGBTQI+, and people with parenting and/or caring responsibilities.

Position notes

We provide a family-friendly and flexible workplace that supports the wellbeing and professional development of our diverse workforce. Benefits include workplace health and wellbeing activities, a healthy promotion allowance and Christmas closedown period with no deduction from leave credits. Our salaries and conditions of employment are set out in our Enterprise Agreement.