Job Description

The successful applicant will be engaged as a locally engaged staff member by the Australian High Commission, London.


Please be advised that the Australian High Commission, London does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

About the Position

The High Commission has several Executive Assistant positions, each position reports directly to a designated senior manager and is responsible for providing administrative and organisational support.


An Executive Assistant may be required to liaise with contacts, arrange programs for visiting officials, assist with coordination of representational events, draft correspondence, undertake research and prepare reports. These positions are also responsible for diary management and managing official reimbursements in line with financial management guidelines.


The successful applicant/s may be eligible for any at level position of Executive Assistant arising across the Australian High Commission, London over the next 18 months.


Key responsibilities include, but are not limited to:


Provide executive, administrative and organisational support, including management of appointment schedules, booking official travel and representational activities, incoming and outgoing correspondence and telephone enquiries. Assist with cross-branch coordination and liaise with stakeholders, including Australian High Commission staff at all levels, members of the public, the diplomatic corps, government agencies and visitors to the chancery. Undertake general office and financial management activities, including maintaining key contact databases, expenditure acquittals, reimbursement processing and maintaining financial records and other auditable documentation. Manage the application and compliance of information and record-keeping procedures, including electronic records. Prepare correspondence for signing by senior staff members up to and including the High Commissioner. Assist with the coordination, set-up and catering for internal meetings. Provide secretariat duties for internal and external meetings, including scheduling and taking minutes. In liaison with the Visits and Events Section, assist with facilitation of effective visits and representational events. Undertake research and preparation of reports as required. Provide back-up support for other Executive Assistant or administrative positions across the High Commission as required. Support the High Commission's security and reception teams or provide other administrative support as required.

Qualifications/Experience

Demonstrated experience providing high-level executive and administrative support. Exceptional organisational skills, attention to detail and ability to manage competing priorities. Strong communication and interpersonal skills and the ability to build and maintain effective working relationships. Excellent level of written English with proven accuracy in spelling, punctuation and grammar The ability to work independently or as part of a small team with minimal supervision. Experience undertaking research and preparing short reports, concisely reflecting the salient points. Ability to exercise discretion and manage sensitive information in accordance with policy requirements

General Requirements

Ability to obtain and maintain an Australian Government Security Clearance is desirable. Due to the sensitive work environment, there may be the requirement to undertake additional suitability screening or assessments.

Selection Criteria

Please ensure you provide a response to each of the listed selection criteria below. In your response, 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 to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.


A. Highly developed executive administration and organisational skills, including effective diary management, experience managing travel arrangements and compiling itineraries.


B. Highly developed oral and written communication skills, including proven ability to draft correspondence, take minutes, undertake research, and prepare reports.


C. Proven ability to undertake financial management activities, including completing expenditure acquittals, reimbursement processing and maintaining auditable records.


D. Ability to take initiative, manage competing priorities and organise work effectively and efficiently, and to complete projects and assignments with limited supervision.


E. Proven ability to build strong relationships across an organisation, demonstrating the ability to coordinate and influence senior stakeholders, maintaining professionalism and discretion.


The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the `Apply` button below. Please direct any other queries to recruitment.london@dfat.gov.au.


We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.


The Australian High Commission, London seeks experienced Executive Assistants to work in various sections and will create a merit pool to draw upon as and when opportunities arise.