Executive Assistant to the Ambassador – DFAT – Tokyo
September 2024
AGENCYDepartment of Foreign Affairs and Trade

POSITION NUMBER

TK024

POSITION TITLE

Executive Assistant - Ambassador

CLASSIFICATIONLE4SECTION

Executive

REPORTS TO (TITLE)

Ambassador (Head of Mission)

About the Department of Foreign Affairs & Trade (DFAT)
The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests ofAustralia and Australians internationally. This involves strengthening Australia’s security, enhancing
Australia’s prosperity, delivering an effective and high-quality overseas aid program, and helping
Australian travellers and Australians overseas.
The department provides foreign, trade and development policy advice to the AustralianGovernment. DFAT also works with other Australian government agencies to drive coordination ofAustralia’s pursuit of global, regional, and bilateral interests.
About the Position
The Executive Assistant works under general direction to provide high level administrative support
to the Head of Mission (HOM) and ensuring the effective and efficient operation of the HOM office
on a day-to-day basis at the Australian Embassy in Tokyo. In this position you will need a highdegree of initiative, excellent communication and it will be critical for you to exercise discretion andmaintain confidentiality.
The key responsibilities of the position include, but are not limited to:
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Organising and maintaining HOM’s program, scheduling appointments and meetings withgovernment ministers and officials, diplomatic officials, senior business leaders, academics,
media representatives and other key stakeholders, and non-government officials.
Coordinating all correspondence for HOM, including flagging urgent and sensitive matters.
Liaising between HOM and internal staff across the Mission and Consulate, as well as withother embassies, government officials, and the private sector.
Tasking relevant staff across the Mission on behalf of HOM and coordinating preparation ofbriefing material for meetings, reports, speeches, and travel programs.
Providing high level support for appointments and visits by Australian Ministers and senior
officials.
Developing and strengthening strategic relationships, negotiating, and liaising across a seniorlevel of network contacts, and maintaining productive relationships with key individuals andorganisations as an intermediary for the HOM.
Updating HOM online database following meetings and appointments.
Arranging HOM travel including flights, transport, hotel, and acquittal of advances.

Page 1 of 2•Managing HOM events including the delivery of multiple concurrent events, budgets, andliaising with stakeholders and/or function organisers.
Supervising the HOM Events Coordinator, including establishing work priorities, monitoring
performance, providing regular feedback and identify training and learning opportunities.
Overseeing supervision of HOM residence domestic staff.
Liaising with HOM Events Coordinator and with HOM residence staff regarding HOM’s officialfunctions.
Monitoring use of representational funds and preparing quarterly acquittals including final
guest lists, invoices, and receipts.
Overseeing transport arrangements for HOM in consultation with Transport & Mail Supervisorand drivers.
Ensuring records are filed and maintained using the department’s electronic filing system.
Working closely with the Executive Assistants of the Deputy Head of Mission and the MinisterCounsellor to support the Executive team.
Performing other duties and back up as required.

••••••••Skills/Experience•••••
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Advanced English written and verbal communication skills. Japanese is highly desirable but
not essential (JLPT N2 preferred).
Excellent attention to detail, and proven organisation and time management skills to ensure
effective and efficient prioritisation and delivery of tasks.
Well-developed communication and interpersonal skills including experience dealing withwide range of internal and external stakeholders.
Demonstrated ability to be flexible, resilient, and multi-task when managing competing andchanging priorities in a busy and complex environment.
Ability to exercise high level of discretion in a position of trust.
Effective liaison and negotiation skills and sound decision making under minimal direction.
Knowledge of Australian and Japanese Government agencies and protocols.
Strong awareness of Japanese etiquette and cultural sensitivities.
Initiative to problem solve and add value by recognising issues, develop solutions andanticipate and respond to the needs of the HOM and the Executive.
Advanced IT skills including with Microsoft Office suite and other relevant software
programs and databases.
Experience working in a foreign mission and demonstrated capacity to work as a member ofa small team would be an advantage.

Additional Information• Employment is subject to the successful candidate being able to obtain and retain a
Negative Level 1 Australian Government Security Clearance. To be eligible for an AustralianGovernment Security Clearance, applicants must be Australian citizens. Citizens of New
Zealand, UK, USA, or Canada may also be able to obtain the appropriate clearance.

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