Executive Assistant

As an Executive Assistant supporting the Group Executive, you will be responsible for ensuring the office runs smoothly, preparing correspondence, managing stakeholders and supporting the leadership team with general duties.

Responsibilities:

• Providing high level executive and administrative support to assist in the management of the office workload and work priorities.
• Organising travel arrangements for staff and contractors, and assisting with financial management activities including credit card acquittals, monthly accruals, procurement activity and invoice processing.
• Managing group inboxes, including checking for incoming emails, triaging and forwarding emails, sending out invitations for all staff events and meetings.
• Managing the SharePoint site, including answering staff questions, and actioning ad hoc requests, maintaining membership, and requesting access.
• Coordinating meetings and activities, including diary management and any meeting room requirements
• Coordinating administrative tasks (e.g. Program structure, email lists, leave register, agenda items for weekly meetings, internal communications etc.)
• Assisting in the organisation of internal and external forums, meetings and working groups.
• Undertaking secretariat functions including preparing communications for meetings, minute taking and following up on action items, and any meeting room requirements.
• Streamlining and implementing work efficiencies to assist with a high volume of work.
• Undertaking filing and records management functions ensuring records are accurate, complete and are managed in accordance with policy.
• Liaise with stakeholders (internal and external) and assist with the resolution of moderately complex issues, responding to stakeholder needs and expectations as required.
• Support and mentor EAs across the organisation.

Essential Requirements:

• Demonstrated experience as an Executive Assistant and/or Office Manager or in providing administrative support to a senior manager and/or high-level office coordination experience. Experience working in the Australian Public Service will be highly regarded.
• Well-developed organisational and time management skills, skills including diary management, travel, document control and research skills.
• Ability to work flexibly across business areas, managing shifting priorities and demonstrated initiative to drive opportunities for improvement.
• Ability to act with discretion with strong judgement and problem-solving skills to tasks and duties.
• Good written and verbal communication skills, including experience in drafting correspondence.
• Ability to quickly form relationships with key internal and external stakeholders at all levels.
• Strong skills in using Microsoft office applications, particularly SharePoint and Outlook. and able to adapt and use various administrative management systems. Basic SAP knowledge is an advantage.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.

To apply please click apply or call Saleha Cheema on 02 8289 3*** for a confidential discussion.