Executive Assistant

Acknowledgement of Country

CSIRO acknowledges the Traditional Owners of the land, sea and waters, of the area that we live and work on across Australia. We acknowledge their continuing connection to their culture and pay our respects to their Elders past and present. View our vision towards reconciliation

The opportunity

• Influence and engage with a diverse range of stakeholders
• Be a key member of the CSIRO Digital, National Facilities and Collections leadership team
• Inclusive working environment with flexible / hybrid work arrangements offered

CSIRO is Australia’s National Science Agency. Our research and developments include WiFi, the Hendra Virus Vaccine, Polymer Banknotes, extended wear contact lenses, Aeroguard and the Total Wellbeing Diet.

The Digital, National Facilities and Collections (DNFC) Sector at hosts some of the most exciting and impactful business units within CSIRO including Data61, Space and Astronomy, the Chief Digital Office, National Collections and Marine Infrastructure.

As the Executive Assistant (EA) DNFC, you will provide high level administrative support to the Executive Director (ED) and the broader team. You will prioritise commitments, follow through on issues to successful resolution, collect and analyse information, and facilitate the effective operation of the ED’s office. With the Executive Officer, you will contribute to drafting of documents, correspondence, and presentations.  You will be a key member of the DNFC leadership team and act as Office Manager to ensure effective systems of work are established within the DNFC Office. You will proactively assist the ED to ensure early adoption of new technologies or future ways of working. As time permits, you will lead or contribute to projects such as coordination of stakeholders, staff engagement, conducting desktop research, gathering information, writing reports and project scheduling.

The ideal candidate will have sound judgement and decision-making capabilities and have an ability to handle competing priorities in a fast paced and often ambiguous environment where you may be required handle complex matters without established process or precedent.

At CSIRO we offer great flexibility with how we work. This role is open to flexible start and finish times and a mix of home and office work arrangements.

Your duties will include:

• Provide a proactive focal point for the Executive Director, DNFC Leaders, and other internal and external stakeholders, including support and advice on issues and interactions with key stakeholders.
• With the Executive Officer coordinate responses to information requests, reporting, drafting/review of correspondence and presentations. Provide systematic and dependable follow up of issues and tasks and ensure they are handled in a timely fashion.  
• Lead the organisation of key workshops, meetings, retreats, or other events as required, including taking minutes and preparing papers as required.
• Monitor and prioritise incoming correspondence and calls – exercising judgement and initiative to request, coordinate, manage, and action as appropriate.  
• Prioritise issues for the Executive Director’s attention and provide briefing notes/reports to facilitate effective action.  
• Provide efficient and effective diary management, including managing travel. 
• As Office Manager, maintain accurate, accessible, and up-to-date office information systems and processes (Outlook, email folders, Outlook contacts, paper files, record keeping) for the effective operation of the DNFC office. 
• Proactively take steps to ensure the DNFC office is an early adopter of new technologies and ways of working.  
• Contribute to project initiatives within the DNFC sector by conducting desktop research, gathering information, writing reports, project scheduling and planning, development of project resources and collateral. 

Location:  Canberra, Sydney, Brisbane or Melbourne preferred. Other CSIRO locations may be considered
Salary:  AU$96k – AU$109k plus up to 15.4% superannuation
Tenure:  Indefinite
Reference:  99570

To be considered you will need:

• Significant experience in providing secretarial and administrative support to a senior manager or executive in a fast paced and complex environment.
• Proficiency in Microsoft applications including Word, Excel, PowerPoint, Outlook, Teams, and in using enterprise-wide business systems (eg Content Manager, SAP, online travelling booking systems) to manage workflow processes and on‐line transactions.
• Demonstrated ability to apply and use modern productivity and collaboration tools (for example Jira, Miro, M365) to transform workflows through automation.
• Ability to exercise nuanced judgement in context, reflecting what the Executive Director/Sector Office as a team would do.
• Strong organisational skills, ability to prioritise demands and escalate issues when required. Proven ability to exercise a high level of independence and sound decision making with limited guidance.
• Proven ability to develop and maintain productive relationships with key stakeholder    groups, and work effectively in a team environment, proactively collaborating and consulting to accomplish objectives.
• Demonstrated ability to professionally handle sensitive and confidential information and use appropriate judgment and discretion.
• Demonstrated ability and willingness to generate improved solutions to complex problems and resolve complaints using creativity, reasoning and past experience.

For full details about this role please view the Position Description

Eligibility

Applications for this position are open to Australian/New Zealand Citizens and Australian Permanent Residents. Appointment to this role is subject to provision of a national police check and may be subject to other security/medical/character requirements.

Setting you up for success

We are committed to providing a recruitment process that is fair, equitable and accessible to everyone. We recognise that it may be helpful for us to adjust our process to make it equitable for your individual situation. Please contact Nicole on nicole.poole@csiro.au and let us know how we can support you.  

Life at CSIRO and flexible working arrangements

We work flexibly at CSIRO, offering a range of options for how, when and where you work. We can discuss flexible work arrangements with you during the recruitment process. CSIRO also offers a range of leave entitlements, benefits and career development opportunities. To find out more, visit Careers at CSIRO.

Diversity and inclusion

Solving Australia's greatest challenges takes a diversity of minds and lived experiences. We know diverse teams are more effective and deliver more innovative outcomes. As an equal employment opportunity organisation, we are committed to creating diverse and inclusive teams where people feel they belong. We recognise true diversity encompasses all ages, abilities, cultures, faiths, levels of education, genders, sexualities, diversity of thought and much more. We focus on hiring people who share our values of People First, Further Together, Making it Real and Trusted.

CSIRO holds Gold Status for the Australian Workplace Equality Index for LGBTQIA+ inclusion, and a Science in Australia Gender Equity Bronze Award.

Child safety

CSIRO is committed to the safety and wellbeing of all children and young people involved in our activities and programs. View our Child Safe Policy.

About CSIRO

At CSIRO Australia's national science agency, we solve the greatest challenges through innovative science and technology. We put the safety and wellbeing of our people above all else and earn trust everywhere because we only deal in facts. We collaborate widely and generously and deliver solutions with real impact. 

CSIRO is committed to values-based leadership to inspire performance and unlock the potential of our people.

Join us and start creating tomorrow today!

How to apply

Please apply on-line and provide a cover letter and CV that best demonstrate your motivation and ability to meet the requirements of this role.

Applications close

27th April 2025, 11:00pm AEST/AEDT