Kayla Hincksman

Connect with Kayla on 02 6108 4878, via email, or via LinkedIn

Administration and Office Support
Hourly Rate Contract
Executive Support
Program Administration
System Administration

POSTED 22nd Jul, 2022   REF NO. BBBH16658

APS5 Project Officer/Executive Support

Parks Australia Division; Australian National Botanic Gardens, Strategic Partnerships & ANBG Branch. The Branch (with about 70 staff) has two main sections: the Australian National Botanic Gardens (ANBG) and Biodiversity Research & Collections. It is responsible for managing the ANBG as a park under the EPBC Act, and Biodiversity Informatics program providing botanical information through integrated databases, as well as the Australian Biological Resources Study responsible for Taxonomy Grants Scheme and Bush Blitz species discovery program.

In addition, the Branch incorporates the National Parks Conservation Trust and the Australian Seed Bank Partnership.

The Opportunity

For the Parks Trust, the Project Officer is responsible for assisting with research to develop project proposals by working with key parks staff; assisting with handling briefing material and in drafting papers for Trustee consideration; supporting fundraising and stakeholder events. The role will assist with managing Parks Trust financial activities and carry responsibility for maintaining a confidential customer relations database. The role is required to work collaboratively as part of a team and, where necessary, autonomously.

The Role

The Project Officer will provide executive assistance to the Assistant Secretary, including diary management, scheduling meetings and coordinating papers, managing phone activity and making travel arrangements. The officer will also provide administrative and coordination support to both the Branch and the National Parks Conservation Trust (Parks Trust), including handling briefing materials, researching and drafting discussion papers, and liaising with a diverse range of stakeholders, including Minister’s offices and donors.

In this role you will be responsible for:

  • Providing executive assistance to the Assistant Secretary, including managing diary and daily workflow, scheduling meetings and preparing, coordinating the development and distribution of associated papers
  • Managing phone calls and other communications as required and making travel arrangements as necessary
  • Providing administrative and coordination support to the Branch and the Parks Trust, including managing office systems and records, handling documents and regular Branch and Trust reports
  • Managing projects, undertaking research, preparing proposals and discussion papers
  • Assisting with the administration and management of basic financial tasks
  • Assisting the Parks Trust by providing general support for administration, external communications, and coordination of stakeholder events as required
  • Representing the offices of the Branch and the Parks Trust as an advocate and key contact liaison
  • Liaising with a diverse range of stakeholders including the Minister’s offices, departmental staff, and external authorities and stakeholders such as donors and supporters

Your Background and Experience

You will be successful in this role if you have Executive Assistant, administration or project administrative experience. You will have exceptional organisational skills with the ability to be flexible and respond to changing priorities. In addition, you have initiative to work with minimal supervision while still being able to achieve outlined objectives, in a fast-paced environment.

  • Demonstrated ability to work under pressure, determine priorities and organise own workload consistent with the demands of a high-profile office
  • Proficient computer skills and experience including Microsoft Office and CRM systems, including PowerPoint presentations and reports for internal and external use
  • Demonstrated capacity to provide high level executive and administrative support including a flexible working style, initiative, tact, discretion, confidentiality, resourcefulness and sound judgment
  • Demonstrated ability to undertake project research and prepare proposals, discussion papers and briefs for Board consideration
  • Demonstrated knowledge and experience in the delivery and management of financial matters. Experience in basic financial tasks using packages such as Xero, Quickbooks and/or SAP to reconcile accounts is desirable
  • Well-developed communication, representation and interpersonal skills, including the ability to initiate and maintain wide-ranging networks with a broad range of people from varied personal and professional backgrounds
  • Previous experience and a record of success in organising and coordinating events that demonstrate value for stakeholders

Salary / Rate

  • $50 – $55 p/hour + 10.5% Superannuation
  • Must be an Australian Citizen and willing to undergo a police check

How to Apply

To apply online, please click on the appropriate link.

Alternatively, for a confidential discussion, please contact Kayla Hincksman on 02 6108 4878 quoting ref no. BH ID 16658.

HorizonOne is committed to building a diverse and inclusive workforce and we encourage applications from people of all cultures, capabilities and backgrounds.

Apply For this Job - APS5 Project Officer/Executive Support

By agreeing to the Terms and Conditions, we will send you job alerts for Administration and Office Support jobs