Executive Assistant

The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Brussels.

**About the Department of Defence**

The mission of the Australian Defence Force is to defend Australia and its national interests. The Defence Force prepares for and conducts military operations and other tasks as directed by Government. The Defence Force maintains close relationships with international partners and organisations in furthering and securing Australia’s national security interests. The members of the Defence Section in Brussels are the Chief of the Defence Force and Secretary’s representatives to NATO, the European Union and Belgium.

**About the position**

The EA to the MILREP is responsible for supporting the Military Representative in carrying out their duties; for managing the administration of the planning and co-ordination of visits and commemoration activities and for Australia-NATO engagement.

**The key responsibilities for this position include, but are not limited to**:

- Provide high-quality organisational and administrative support, including diary management, drafting documents, record keeping and liaison with stakeholders.
- Plan, manage and coordinate Defence representational events, scheduled appointments and organised meetings and official functions hosted by the Military Representative and other Defence staff.
- Act as administrative focal point for planning and coordination of official visits, meetings and events including development of visit programs to Belgium and wider Europe.
- Facilitate, in accordance with relevant departmental guidelines, Australian Defence visits to NATO and EU countries.
- Represent the Embassy and promote Australian interests at meetings, seminars and other events, and report of issues and outcomes as required.
- Work closely with staff across the Australian Defence missions to ensure the smooth operation of events at the Embassy or Official Residence, including organising high quality entertainment, assisting with the creation of guest lists, preparing seating plans and run sheets for events.

**Qualifications/Experience**
- Demonstrated experience as an Executive Assistant to a senior principal or equivalent.
- Demonstrated experience in office administration including electronic record keeping and file management.
- High-level written and spoken English communication skills.
- Flexibility, initiative, and excellent interpersonal and liaison skills.
- Demonstrated experience and proven ability in the provision of high-level administrative support to a senior executive.
- Demonstrated ability to undertake tasks with mínimal supervision, set priorities and meet deadlines.
- Ability to work effectively and harmoniously in a small and busy team.
- Ability to function effectively in a position of trust.
- Fluency in English is essential. A working proficiency in French and/or Dutch is desirable’

**General Requirements**
- Ability to live and work in Belgium

**Security Requirements**
- Australian NV2 security clearance or ability to gain same. Applicants must hold citizenship of Australia, New Zealand, USA, UK or Canada to be eligible for a security clearance.

**Selection Criteria**

In your written statements, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response. The panel will not assess responses which exceed the word limit.

A. Demonstrate your ability to undertake a high level of executive administration with high degrees of autonomy and professionalism (including management of the Military Representative diary, drafting documents, record keeping and liaison with stakeholders).

B. Highly developed oral and written communication skills, including a proven ability to draft correspondence and undertake research.

C. Ability to take the initiative, manage competing priorities and organise work effectively to meet deadlines.

D. Experience of planning and coordination of official events and meetings for senior stakeholders to support organisational objectives.

E. Proven ability to build strong relationships across an organisation, with the ability to coordinate and influence internal and external stakeholders.

We are looking for an enthusiastic team player to join the Defence Deparatement on a locally engaged contract as Executive Assistant to MILREP.