The successful applicant will be engaged as a locally engaged staff member by the Australian Embassy, Brussels.
The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia’s overseas diplomatic and consular missions. The successful candidate’s terms and conditions of employment will be governed by the laws of Belgium.
Please be advised that the Australian Embassy, Brussels does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.
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 Executive Assistant (EA) to the Military Representative (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 coordinating and managing diary management, exercising discretion to prioritise competing demands, liaison with stakeholders, compilation of briefing materials and record keeping in accordance with established procedures.
- Plan, manage and coordinate meetings and appointments for the Military Representative and other Defence staff and identifying and resolving scheduling conflicts within agreed parameters.
- Coordinate and manage travel arrangements for the Military Representative, including obtaining financial approval, booking travel, liaising with stakeholders and compiling briefing materials, and ensuring compliance with relevant financial, security and travel policies, proactively resolving issues as they arise.
- Coordinate and manage the planning and execution of Defence representational events and official functions, including managing invitations and guest lists, preparing run sheets, obtaining financial approvals, post-event administration, monitoring timelines and deliverables, and ensuring compliance with relevant policies and procedures, escalating issues where required.
- Act as the primary administrative focal point for commemorative activities and official Defence visits to Belgium involving members of the Defence section, coordinating stakeholders, logistics, documentation and timelines.
- Represent the Embassy and promote Australian interests at meetings, seminars and other events, and prepare factual reports on issues, outcomes and follow‑up actions, escalating matters requiring consideration as required.
- Provide driving support for the Military Representative and Defence staff for official engagements, as required.
- Provide financial and asset management support to the Defence Section, including monitoring expenditure, maintaining accurate records, identifying discrepancies or compliance issues, and coordinating the effective use of shared resources.
Qualifications/Experience
- Demonstrated experience providing high-level executive support to a senior principal or equivalent.
- Demonstrated experience coordinating or supporting events and official visits.
- Demonstrated experience in office administration, including electronic record keeping, file management and compliance with policies and procedures.
- Excellent written and verbal communication skills in English; working proficiency is French and/ or Dutch is desirable.
- Flexibility, initiative, and excellent interpersonal and liaison skills.
- A valid driving licence and experience driving in Belgium is preferred.
General Requirements
Australian NV1 security clearance or ability to gain same. Therefore, applicants must hold citizenship of Australia, New Zealand, USA, UK or Canada to be considered.
Please note that candidates who hold citizenship or dual citizenship of Belgium are not eligible for an Australian Security Clearance.
Ability to live and work in Belgium.
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’s 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 in 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.
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 [email protected].
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 Embassy, Brussels is seeking a motivated and organised Executive Assistant.
