As an integral member of the Biology Division, you will ensure smooth and efficient office operations, coordinate complex administrative tasks, and manage competing priorities within a fast-paced and sensitive environment. Your role is pivotal in supporting senior leadership to deliver high-quality outcomes while maintaining strict confidentiality, discretion, and cultural awareness.

Job details

Please note that following a Machinery of Government (MoG) change, as of 1 July 2024, Forensic Science Queensland was administratively assigned to the Department of Justice. 

About the role:
The Executive Assistant provides high-quality, professional, ethical, and confidential executive and administrative support to the Executive Manager and Deputy Managers of the Biology Division. This role ensures efficient office operations, effective communication, and seamless coordination of administrative processes within FSQ. It requires the ability to manage competing priorities and deliver consistent, timely support within a confidential and culturally aware environment. 

Key responsibilities include: 

• Efficient management of diaries, emails, meetings, and travel arrangements for senior executives.
• Coordination of confidential and sensitive activities and correspondence in line with government policies.
• Quality control of meetings, including agenda preparation, documentation, briefs, and action follow-ups.
• Reception duties, including managing incoming calls, visitor logs, and providing exceptional customer service.
• Assessment and prioritisation of incoming correspondence, liaising with internal and external stakeholders professionally and discreetly.
• Support for financial, human resource, IT, information management, and planning functions in accordance with legislative and departmental requirements.
• Development and implementation of administrative procedures to improve service delivery and office efficiency.

About you:

• Proven experience in providing high-level executive support and administration in a busy office environment.
• Sound understanding of complex administrative processes, with knowledge of financial, HR, IT, and information management systems desirable.
• Exceptional organisational skills with the ability to prioritise and adapt in a dynamic, high-pressure setting.
• Strong interpersonal and communication skills, demonstrating tact, discretion, and professionalism.
• Ability to work autonomously with initiative, while contributing positively to a collaborative team environment.
• Competency with Microsoft Office Suite (Word, Excel, Outlook) and content management software.
• Relevant tertiary qualification and/or prior experience in business services or executive support is highly regarded.

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Applications will remain current for 12 months or for the duration of the vacancy. Future vacancies of a temporary, full time and part time nature may also be filled through this recruitment process.

Documents

Before applying for this vacancy please ensure you read the documents below.

• FSQ658795 Executive Assistant AO4 RD (PDF, 809KB)
  Role Description
  
  FSQ DoJ Applicant Information Package (PDF, 565KB)
  Information Package for Applicants