The Executive Assistant (EA) manages a variety of front-of-office functions in a very busy Office of the Chief Operating Officer/Deputy Secretary. These functions include managing the diary, appointments, organising meetings, workflow, and correspondence, collating documentation, supporting the Chief Operating Officer/Deputy Secretary's participation in a variety of governance committees and coordinating travel. The occupant will use their initiative to anticipate the needs of the Chief Operating Officer/Deputy Secretary and as the most senior EA in the Group, work with other EA's to help mentor and coach them in their roles to build capability generally.
The occupant will work closely with the Executive Officer, the Chief Operating Officer and other senior executive offices, including the Office of the Secretary, other Deputy Secretaries, Deputy President and Commissioners' offices to provide support and respond to requests for information relating to the work of the respective Group.
To be successful in this role you will possess excellent organisational skills, good written and oral communication skills and the ability to build productive working relationships. You will be adaptable to change and can prioritise, multi-task and display a high level of accuracy, attention to detail and initiative. You will work collaboratively, and demonstrate an ability to achieve results and perform additional duties or functions as directed.
The key duties of the position include acting as the first point of contact including greeting visitors, receiving and responding to phone calls, emails and correspondence and ensuring a high-level of customer service to all staff and external parties diary management including prioritising the Chief Operating Officer/Deputy Secretary's time and drawing attention to matters of prioritycoordinating meetings with internal and external stakeholders and ensuring the Chief Operating Officer/Deputy Secretary has all the necessary information for meetingsestablishing effective working relationships and high standard of customer serviceengaging with staff and fostering a strong team focusliaising with internal staff and external agencies on matters relating to the work areapreparing and/or quality assuring general correspondence and less complex documentation in accordance with departmental guidelinesinitiating and ordering supplies and equipment, processing accounts for payment and coordinating, collecting and analysing information for monitoring purposesdeveloping appropriate systems, procedures and controls to enhance the accuracy, timeliness and presentation of workflow within the branch organising, scheduling and coordinating all travel arrangements, accommodation and supporting documentation for the Chief Operating Officer/Deputy Secretarycoordinate division/branch/group administrative tasks (e.g. phone lists, distribution lists, leave register, senate estimates responses, property and accommodation)undertake filing and records management functions ensuring records are accurate, complete and are managed in accordance with departmental policyactively participate in the Executive Assistant Networkadhering to the APS Values and Code of Conduct.
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