AddressSouthern Ports manages the three gateway ports of Albany, Bunbury and Esperance, and facilitates trade through the commercial management of efficient, safe, sustainable, and customer-focused ports. Our three regional ports play a vital role in connecting Western Australia with world markets. It is our belief that strong regional ports lead to strong regions, and that results in economic and social benefits for the communities across the regions we serve. Our people are our greatest asset, and we are committed to supporting our teams and building a diverse and capable workforce that is geared to meet the current and future needs of our customers and the sustainability of our ports.
Our Vision: Strong Regional Ports, strong regions.
About the role
Reporting to the Chief Executive Officer (CEO), the Executive Coordinator provides high level administrative and executive support to the CEO and executive leadership team (ELT). This position will be responsible for co-ordinating actions from the CEO: managing schedules, coordinating meetings, handling correspondence and overseeing various projects.
The Executive Coordinator will also oversee the daily operations of the West Perth Office, ensuring the smooth functioning and efficient workflow.
Key Responsibilities
- Collate monthly CEO Management Report and other relevant reports for submission to Board and Board Committees.
- Draft, amend and file all CEO presentations and reports.
- Finalise, submit and record in accordance with Southern Ports recordkeeping plan, all CEO correspondence.
- Ensure all confidential CEO documents are recorded securely.
- Prepare agenda and provide secretarial support for ELT (executive leadership team) meetings and any other meetings as directed.
- Prepare and distributed CEO approved minutes of ELT meetings and subcommittee meetings as required.
- Manage the CEO appointments, meetings and travel requirements.
- Organise and prepare Southern Ports’ ELT corporate functions and events as advised
- Conduct research and prepare related reports and presentations.
- Other duties as requested by CEO.
- Assist in the onboarding of ELT members, manage ELT member diaries, liaise with ELT on travel arrangements, and undertake other projects as required by the ELT
- Coordinate and respond to verbal and written enquiries on the CEO’s behalf under instruction.
- Coordinate processes and communication with the Albany, Bunbury and Esperance Office Managers.
- Comply with all relevant occupational health & safety, and regulatory & legislative requirements.
- Maintain the Gifts Benefits and Hospitality register and procedure.
- Manage interaction with the building owner.
- Perform Day to day administrative operations and management of front of house operations such as:
- Greet front office visitors, provide information or re-direct accordingly.
- Answer telephone calls providing assistance as required.
- Collect, register and distribute incoming daily mail; coordinate outgoing daily mail.
- Maintain adequate office supplies and general housekeeping.
- Coordinate and facilitate the use of meeting rooms in West Perth office, pool vehicles and ensure fleet management is conducted as required.
- Coordinate office activities and schedules
- Arrange maintenance of office equipment, building and car park as required.
- Undertake local office inductions and access passes
- Diploma or Degree in Business Administration, or other relevant qualification
- Demonstrated relevant experience with Microsoft Programs such as Word, Excel, Outlook and Sharepoint.
- Extensive experience in providing executive support and assistance at a senior level and have an ability to anticipate the needs of the CEO and proactively provide support.
- Proven experience in office management and administrative support.
- Strong organisational and time management skills, with the ability to prioritise tasks effectively.
- Strong problem-solving skills and high level of attention to detail.
- Knowledge of office procedures and best practices.
- Ability to maintain confidentiality and handle sensitive information with integrity.
- Strong written and verbal communication skills.
- Experience coordinating meetings, travel arrangement, taking minutes and other administrative tasks for executives.
- Knowledge of office administration
- Knowledge of state government and legislation and how it applies to our organisation
- Understanding of Board governance principles, compliance, monitoring and risk management
- Demonstrated high level skills in dealing confidently and courteously with people at all levels
- Proven ability to research and write reports on findings, with recommendations
- Strong organisational skills, the capacity to successfully manage competing priorities, maintain attention to detail and meet deadlines
- Capacity to work independently with minimal direction and collaboratively in a team environment
To view the PD for this role, please copy and paste the below link into your browser:
https://www.dropbox.com/scl/fi/joqgrq5bg3xlzc5w1vf5p/Position-Description-Executive-Coordinator-DRAFT-2024-003.pdf?rlkey=dnvb6hv2b2cbh455sip68xbqc&st=yvo8vnef&dl=0
Requirements
To be eligible for this permanent role, applicants must provide proof of Australian citizenship or permanent residency and reside in Perth.
The successful applicant must have a current WA driver’s licence, be able to obtain and maintain a Maritime Security Access Card and undergo a pre-employment medical assessment including drug and alcohol testing.
Southern Ports is proud to be an Equal Employment Opportunity employer and does not discriminate against race, gender, age, religion, sexual preference or disability. We encourage applications from all culturally diverse backgrounds, Indigenous Australians and Non-Indigenous Australians. Southern Ports is committed to creating and maintaining an inclusive and impartial workplace with equal opportunities for all employees.
Applications close 4th June 2024. We reserve the right to commence the recruitment process during the application period. Please contact Marianna Gyulambaryan on ***********@southernports.com.au for a position description or further information.
