About the position
The Executive Assistant provides executive-level administrative and organisational support to the Head of Mission (HOM) and Deputy Head of Mission (DHOM) and contributes to the effective and efficient operation of the executive office. In this position you will need a high degree of initiative and excellent communication. The position serves as a key liaison between the Head of Mission, Embassy staff, Australian Government agencies, diplomatic missions, international organisations and other external stakeholders.
Key responsibilities of the position include but are not limited to:
- Provide executive-level administrative and organisational support to the Head of Mission and Deputy Head of Mission.
- Organise and maintain the Head of Mission’s program, including scheduling appointments, meetings with government, diplomatic, business and other key stakeholders, and official travel and transport arrangements.
- Coordinate and prioritise correspondence, identify urgent and sensitive matters for action.
- Coordinate briefing materials, reports, speeches and other documentation to support the Head of Mission’s engagements and decision-making.
- Develop and maintain effective working relationships with internal and external stakeholders and maintain relevant contact databases.
- Coordinate representational functions, receptions and public diplomacy activities, including guest lists, logistics and liaison with suppliers and stakeholders.
- Coordinate administrative processes related to HOM Residence domestic staff.
- Maintain financial records, monitor representational expenditure and prepare acquittals.
- Ensure records are maintained in departmental systems.
- Undertake other duties including backup support functions as required.
Required Qualifications/Experience
- Demonstrated experience providing executive-level and administrative support to senior executives.
- Excellent organisational skills, attention to detail and ability to manage competing priorities.
- Strong written and oral communication skills in German and English.
- Strong interpersonal and stakeholder engagement skills including ability to build and maintain productive working relationships.
- Ability to work effectively with minimal supervision in a professional team environment and manage competing deadlines.
- Strong capacity to exercise discretion and judgement.
- Demonstrated experience coordinating executive travel, events and representational functions.
- Advanced proficiency with Microsoft Office and records systems.
- Experience working in a foreign mission and demonstrated capacity to work as a member of a team an advantage.
Security Requirements
- Australian Government NV1 security clearance or ability to gain same.
- Applications can be considered only from nationals of Australia, Canada, New Zealand, the United Kingdom or the United States who are eligible for an Australian Government Security Clearance. Candidates holding dual Austrian nationality with one of the above nationalities are not eligible for a security clearance for this position.
- Applicants must be willing to undergo security checks necessary to obtain an Australian Government Security clearance.
Details about this job
Full Time (Permanent employment)
- Monday to Friday
- 36,75 hours
Place of work
- Wien
Must-have skills
- Office Management
- Calendar Management
- Travel Coordination
- Microsoft Office
- Document Preparation
Required languages
- English C2
- German C1
Details about this job
Full Time (Permanent employment)
- Monday to Friday
- 36,75 hours
Place of work
- Wien
Must-have skills
- Office Management
- Calendar Management
- Travel Coordination
- Microsoft Office
- Document Preparation
Required languages
- English C2
- German C1
Salary
The actual salary amounts to 4,523.14 € gross per month (on a 36.75-hour basis). The salary is paid 14 times per year.
Overtime
Any accrued overtime is partially compensated in the form of time off and partially paid out.
All infos regarding your application
Application process
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Step 1
Apply online
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https://dfat-gov.pinpointhq.com/en/postings/997b73db-9ff0-4c57-81f2-47ddb525c21c
Application time frame:
Until 27.09.2026
Applications only via our application website. Do not apply via karriere.at.
