Executive Assistant

The Executive Assistant provides efficient and confidential administrative support through the executive support stream to the Assistant Commissioner and other key staff within the region.

The role is required to respond to enquiries from internal and external clients; maintain and update databases and other information systems; and undertake record management duties to support both the Assistant Commissioner and Executive Officer.

We are seeking applicants who, within the context of the role responsibilities, possess the following key attributes: 

• Demonstrated high level administrative skills with previous experience in administrative and/or executive support roles, including the ability to identify, analyse and resolve issues relating to administrative systems and processes through the application of innovative solutions. 
• Demonstrated understanding, or the ability to rapidly acquire an understanding of the structure, functions and services of the QAS. 
• Well-developed communication and interpersonal skills and the proven ability to build and maintain positive, productive relationships with internal and external stakeholders. 
• Demonstrated high level attention to detail and the ability to plan and prioritise tasks to achieve required outcomes and meet deadlines. 
• A highly motivated, energetic and proactive approach to work and a proven commitment to the provision of high-quality customer service. 
• Proven ability to work effectively both independently and as part of a collaborative team. 

The following mandatory requirements, special conditions and/or other requirements apply to this role: 

• The incumbent may be required to travel on official business and the possession of a C class driver's licence may be required. 

Key responsibilities: 

• Provide a high standard of administrative support including handling confidential and sensitive information. 
• Assist with the management of relevant diaries and coordinate appointment bookings. 
• Prepare, coordinate and distribute a range of documentation including letters, emails, briefs and reports; ensuring that all documentation meets departmental style guide requirements, is provided within required timeframes and the security and confidentiality of the documentation is managed appropriately. 
• Assist with the research and preparation of correspondence and provide support with the management of incoming correspondence by distributing and actioning as required. 
• Liaise effectively and maintain positive relationships with QAS staff, clients and key stakeholders to ensure that any information required in relation to the business activities of the portfolio is provided in a timely manner. 
• Manage records and documentation including office filing systems and bring-up reminder systems. Maintain the security and confidentiality of hard copy files and ensure that electronic filing systems are also secure, up-to-date, accurate and operating effectively. 
• Assist with the coordination, tracking and follow up on correspondence for the region using the Mincor system. 
• Comply with all departmental policies, procedures, standards and timeframes and ensure all finance and HR related activities are conducted in line with the QAS Financial Management Practice Manual and the relevant delegation manuals. 
• Schedule and plan meetings and events both internally and externally; book appropriate rooms and venues; make necessary travel arrangements; and arrange catering as required. 
• Prepare meeting agendas and action sheets, record meeting minutes and distribute and follow up as required. 
• Fulfil the responsibilities of this role in accordance with Queensland Public Service and QAS values. 

Applications to remain current for 12 months.