Personal Secretary Salary Guide
Salary guides, daily responsibilities, and progression pathways for Personal Secretaries and Executive Assistants supporting Senior Executive Service (SES) officers.
Salary Snapshot
In the Australian Public Service (APS), Personal Secretaries and Executive Assistants (EAs) provide vital administrative and executive coordination. Depending on the size of the division and senior executive tier they support, these roles typically align to standard APS 4, APS 5, or APS 6 classifications.
Take-Home Pay Calculator
Select a classification equivalent level to calculate net take-home estimations under current Resident Tax Rates:
Role Classifications & Duties
In government departments, personal secretaries coordinate executive operations. Typical duties depend on the APS classification level:
- APS 4 Level: Performs PA duties for Branch Managers (SES Band 1), coordinates diary schedules, registers correspondence, and handles travel arrangements.
- APS 5 Level: Coordinates secretariat support for Division Heads (SES Band 2), managing briefings and reviewing cabinet coordination workflows.
- APS 6 Level: Serves as Executive Assistant to Deputy Secretaries (SES Band 3) or agency CEOs, leading administrative sections and managing high-level stakeholder relations.
Executive Secretariat Network
Executive Assistants (EAs) and Personal Secretaries in the federal public service operate as critical nodes within agency secretariat networks. Rather than serving as standalone administrative assistants, EAs are tasked with managing the strategic workflow of their senior executive’s office.
EAs serve as the primary liaison between the executive office, the portfolio Minister’s office, and internal division heads. They manage high-priority inquiries, coordinate ministerial briefings, and compile the essential briefing books required for Senate Estimates committee hearings.
Executive Support Matrix
Public sector departments align specific APS classification levels with the seniority of the Senior Executive Service (SES) officer being supported:
| APS Support Level | Executive Officer Supported | Typical Scope of Responsibility |
|---|---|---|
| APS 4 Equivalent | Branch Manager (SES Band 1) | Diary management, travel coordination, and meeting preparation for a single branch. |
| APS 5 Equivalent | Division Head (SES Band 2) | Coordinating divisional briefs, tracking ministerial workflows, and managing cabinet correspondence. |
| APS 6 Equivalent | Deputy Secretary (SES Band 3) / CEO | Directing the executive office workflow, managing critical stakeholder relations, and drafting high-level correspondence. |
Parliamentary Systems & Document Security
EAs operate in a high-security environment and must be proficient in specialized parliamentary workflow and information management systems:
PDMS
The Parliamentary Document Management System (PDMS) is used to track and coordinate ministerial submissions, questions on notice, and executive briefs.
CabNet
The CabNet system is utilized to manage highly sensitive Cabinet-in-Confidence submissions, requiring strict adherence to security protocols.
Classified Files
EAs are trained in handling Protected, Confidential, and Secret physical and digital files, adhering to the Protective Security Policy Framework (PSPF).
Security Clearances & Conditions
Because EAs handle sensitive ministerial briefs, corporate plans, and Cabinet-in-Confidence materials, obtaining a formal security clearance is a prerequisite for employment.
Most EA roles require a minimum of a Baseline security clearance. However, EAs supporting Deputy Secretaries (SES Band 3) or agency heads in sensitive portfolios (such as Defence, Foreign Affairs, or Home Affairs) frequently require Negative Vetting Level 1 (NV1) clearances. EAs are also eligible for overtime payments or restriction allowances when working extended hours during parliamentary sitting weeks or Senate Estimates preparations.
Frequently Asked Questions
Are Personal Secretaries eligible for flexible work?
Yes. Most agencies support hybrid work policies. However, due to direct support requirements for senior executives, EAs may have higher expectations for in-office coverage compared to other operational roles.
How does one progress from APS 4 to APS 6?
EA advancement is merit-based. EAs typically progress by applying for vacant positions supporting higher-tier executives (e.g. progressing from supporting an SES Band 1 Branch Manager to supporting an SES Band 3 Deputy Secretary).
Are EAs required to work overtime during parliamentary sitting weeks?
EAs frequently work extended hours during parliamentary sittings, Senate Estimates, or budget preparations. Depending on the agency’s enterprise agreement, this is compensated through overtime pay, restriction allowances, or flex-time accrual (TOIL).
What level of security clearance is needed?
The level of clearance corresponds to the portfolio. At minimum, a Baseline clearance is required. For EAs supporting SES Band 2 and Band 3 executives, a Negative Vetting Level 1 (NV1) clearance is commonly mandated.
Can I transition from an EA role to other APS pathways?
Yes. The deep understanding of departmental processes, ministerial workflows, and stakeholder networks gained as an EA makes individuals highly competitive for roles in policy development, program delivery, or ministerial coordination.