Reporting day-to-day to the Manager, Executive Support, this role is accountable to the Executive Leadership Team and works closely with senior executives.
This role requires exceptional organisational skills, sound judgement, discretion and the ability to operate confidently in a fast-paced executive setting.
Key Responsibilities Executive & Administrative Support. Candidates with government experience will be highly regarded for this role:
Duties include:
- Provide a high-level, confidential executive support service to senior executives
- Effectively manage executive diaries, correspondence and workflow priorities
- Monitor correspondence registers daily and ensure timely provision of information
- Collate, prepare and present high-quality information, briefings and reports
- Arrange hospitality, meetings and travel bookings
- Prepare memos, letters, minutes, submissions and executive documentation
- Coordinate parliamentary briefings, questions and estimates material
- Ensure accurate and compliant records management within the official electronic records management system
- Liaise extensively with senior management and staff across the organisation
- Work closely with executive offices and other government departments, including Workforce and Finance
- Coordinate and negotiate with departmental officers, Ministerial staff and public sector stakeholders on urgent and confidential matters
- Liaise with public and private sector agencies in relation to issues arising from correspondence and meetings
- Coordinating meetings and papers
- Recording and distributing minutes
- Communicating outcomes and managing decision registers
- Undertake investigations, research and minor project work
- Prepare advice, reports and recommendations based on assessed outcomes
- Contribute to financial management by monitoring project expenditure and reporting variances
- Identify opportunities to improve executive support services, efficiency and sustainability
- Recommend and contribute to improved policies, procedures and administrative processes
- Assist with the implementation of a corporate support model using best-practice tools and methodologies
- Deliver improved service practices and outcomes aligned to business requirements
- Demonstrated experience providing high-level executive and administrative support
- Experience managing executive diaries and correspondence
- Experience supporting boards and committees, including agenda preparation and minute taking
- Experience conducting research or project-based activities
- Experience preparing correspondence, reports and business documentation
- Proficiency in office systems and software, including word processing, spreadsheets and databases
- Proven ability to deliver effective, client-focused services
