AddressThe Administration Officer serves as a vital member of the office of the CEO, providing comprehensive administrative support to ensure the smooth functioning of executive functions and operations. Reporting to the Chief of Staff, this role encompasses a diverse range of responsibilities including administrative tasks, travel coordination, calendar management, and other duties essential to the efficient operation of the CEO’s office. The Administration Officer has responsibility for providing administrative support to the CEO and Chief of Staff, and to the broader staff.
Specific accountabilities include:
- Provide exceptional administrative services to the CEO and Chief of Staff, including diary management, coordinating meetings, handling travel arrangements, managing expenses, and preparing documents.
- Accurate up to date diary management (ensuring forward planning of regular meetings, accuracy of itineraries and provision of supporting documents for meetings).
- Provide administrative support for strategic initiatives and events led by the Office of the CEO or Executive Directors by assisting with project planning, coordination, and on-the-ground support for events.
- Contribute to the organisation of meetings, interviews, training sessions and training days, including catering arrangements and room bookings.
- Under the guidance and leadership of the Chief of Staff, progress the flow of documentation through the Office of the CEO, including following up on outstanding items.
- Monthly reconciliation of CEO's corporate card using relevant software.
- Establishment and ongoing maintenance of contact lists and systems.
- Drafting of written information, letters, briefs and correspondence.
- Contribute to broader administrative support across the organisation, including participating in cross-functional teams and providing support across all divisions as needed.
- Provide support to the CEO and Chief of Staff to achieve Office of the CEO deliverables, as required.
Identified as having significant talent, you must possess drive and determination to succeed in an ever-changing environment. You will demonstrate previous experience providing high-level administrative and secretarial support to senior/executive level managers. You will demonstrate skills in dealing effectively with sensitive issues, high level analytical skills with the ability to work autonomously, utilise discretion and effectively track and meet tight deadlines.
You will have advanced skills using Microsoft Office including experience in email and diary management and demonstrate the ability to build and maintain strong working relationships with stakeholders from all levels of an organisation.
Additionally, you will be self-motivated with a strong work ethic, and demonstrate the ability to effectively deal with sensitive and confidential issues in a fast-paced environment.
For a strictly confidential discussion, please contact Ian Quinn of Dean & Ling Executive on 07 3211 1***. Alternatively, submit your application via the Apply Button or visit www.deanling.com.au
