Executive Assistant

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.

Job ad reference: QLD/556894/24

Closing date: Monday, 22 April 2024