Executive Support Officer

Primary purpose of the roleThe Executive Support Officer provides a range of Executive Support and administrative services to support the Executive Director / Director to achieve organisational objectives.

Key accountabilities• Assess and prioritise requests to facilitate the optimal use of the Executive’s time • Manage the Executive’s calendar, information flow and records and correspondence, coordinate travel arrangements, and schedule and support meetings to facilitate the effective management of their agenda
• Draft and prepare correspondence, agendas, minutes, presentations and briefing notes to support the achievement of business requirements
• Gather, collate, and provide background information for the executive to support informed decision making and planning
• Provide administrative and logistical support to facilitate adhering to relevant agency policy such as fleet vehicle, accommodation, and travel bookings and use
• Maintain and update administration practices, systems, and procedures to improve efficiency and service delivery
• Build and maintain relationships with other business areas to effectively arrange and set up for meetings and manage the flow of business information and activities

Key challenges
• Manage competing priorities and provide consistently high levels of support given heavy workloads, short
deadlines, and the need to maintain confidentiality and discretion
• Liaise appropriately with a range of internal and external stakeholders with an understanding of their interests and relationship with relevant projects or programs
• Exercise discretion and judgement to prioritise and organise access and information flow to the Executive

Knowledge and experience
• Demonstrated experience to provide high-quality Executive Support services in a professional and client focused manner.