Executive Assistant, Legal Services Branch

The TeamThe Chief Legal Officer in the Legal Services Branch is seeking a suitable person to join a group of a highly committed professionals in a Branch that provides the AEC with legal advice and assurance on its compliance with electoral and other laws and manages the AEC's property portfolio around Australia.You will work closely with the Chief Legal Officer and Directors in the Branch in a collaborative, fast-paced environment.The OpportunityWe are looking for a highly motivated and enthusiastic Executive Assistant to provide the following high-level administrative support to the Chief Legal Officer and staff in the Legal Services Branch.In this role, you will be the first point of contact for the Chief Legal Officer, ensuring clear, timely and effective communication and co-ordination, whilst coordinating administrative activities with executive assistants elsewhere in the AEC.You will assist, book and manage travel arrangements for staff, supporting with communication, education and engagement projects.

You will be required to manage the management system (LEX), including the installation of updates and ensuring ongoing access to LEX of all staff in the Branch.You will coordinate the branch's internal and external reporting, ensure draft reports are with Chief Legal Officer with time to review prior to submission.

You will be responsible for record keeping, filing relevant documents in objective, keeping record of Chief Legal Officer matters in LEX, whilst providing secretariat support, which will include minute taking and scribing and track / manage the completion of actions arising.This role requires you to monitor and report on the Legal Services Branch budgets and expenditure, whilst performing procurement and contract management in the TechOne system.

You will manage invoices, including monthly accruals and ensuring credit card usage / expenditure is processed.You will also provide support the Chief Legal Officer and the Branch to meet all administrative requirements associated with key election deliverables, including the Branch Business plan, census actions and other internal or external actions that arise over the year.To excel you'll have : Excellent organisational and communication skills to proactively manage daily workflow and competing requests, ensuring clear, timely and effective co-ordination.Sound judgement and show a high degree of initiative, integrity and discretion when dealing with confidential and sensitive business matters.Confidence and ability to effectively communicate, collaborate and negotiate with team members, business areas and external stakeholders at all levels of seniority both in writing and verbally.Demonstrated experience providing highly organised coordination, governance, and administrative support, including the ability to prioritise work under pressure while maintaining attention to detail and meeting deadlines.Ability to remain positive and respond to pressure in a calm manner, while committing energy and drive to see that goals are achieved.Well-developed computer and telephone skills, including strong experience with the Microsoft Office suite.Demonstrated ability to work autonomously and a strong commitment to working harmoniously within a team to achieve positive results and support the AEC's strategic direction.DesirablePrior experience using whole-of-government online travel booking tools and financial management solutions.EligibilityAEC employees must be Australian citizens.Any person who is, and seen to be active in political affairs, and intends to publicly carry on this activity, may compromise the strict neutrality of the AEC and cannot be considered.Applicants are required to consent to, undergo, obtain and maintain a character clearance.Applicants are required to consent to, undergo, obtain and maintain the security clearance required for this role.Contact : Anastasia Paris-D'Arbela, (02) 5137 4292,

• Date : Thursday, 3 July 2025, 11 : 59pm AEST

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