Job description Agency: Department of Infrastructure, Planning and Work unit Executive Services Logistics Job title: Executive Assistant Designation: Administrative Officer 4 Job type: Full time Duration: Ongoing Salary: $75,091 - $85,611 Location: Katherine Position number: 11184 RTF 307773 Closing: 03/11/2024 Contact officer: Tessa Johnson, Executive Officer/Stakeholder Engagement on 08 8973 8671 or About the agency: Apply online: APPLICATIONS MUST INCLUDE: A ONE-PAGE SUMMARY ABOUT YOU, A DETAILED RESUME AND COPIES OF YOUR TERTIARY QUALIFICATIONS.
Information for applicants: The NTPS values diversity and encourages people from all diversity groups to apply for vacancies.
The NTPS accommodates people with disabilities by making reasonable workplace adjustments.
If you require an adjustment for the recruitment process or job, please discuss this with the contact officer.
Aboriginal applicants will be granted priority consideration for this vacancy.
Primary objective: The Executive Assistant provides high-level administrative and business support services to the Executive Director, Northern Region and Northern Regional Directors to ensure whole of Department outcomes are met.
Key duties and responsibilities: Provide high-level administrative and secretariat support in relation to Executive Director and Regional Directors calendar scheduling and prioritisation, arrange and coordinate meetings and conferences including agenda, meeting briefs, files, notes, presentations and reference documents for each meeting and minute preparation, meeting support and venue arrangements as required.
Provide executive support services to the Northern Region including accessing, researching, and collating information, maintaining comprehensive records, tracking, and storing records in accordance with security requirements, ensuring the timely flow of internal and external stakeholder correspondence.
Provide administrative services to manage petty cash, LTF/NTGPAY transactions, corporate credit card transactions, procurement processes, maintenance of asset register and front counter enquiries.
Arrange intra and interstate travel, accommodation and manage divisional procurements in accordance with procurement guidelines.
Monitor and coordinate training and staff induction processes including coordination of physical, system and security requirements and fleet management as needed.
Assist Divisional staff with travel approvals and systems, vehicle management systems, reimbursements and like support functions.
Provide business support to enable road reporting, civil special consents/TSLA administration and management of Visiting Officers quarters bookings.
Provide support in the event of emergency management ensuring coordination and implementation of emergency preparedness and response activities.
Selection criteria: Essential: Highly developed interpersonal and communication skills, with proven ability to maintain open and effective relationships with a range of clients and staff from diverse cultures.
Experience working in a customer-focused environment, with a high level of personal integrity, ability to maintain appropriate confidentiality and adapt to changing priorities.
Well-developed professional written and oral communication skills with an attention to detail.
Self-motivated with highly developed organisational and time management skills, ability to work with initiative and enthusiasm under limited supervision to effectively manage multiple competing priorities.
Experience in a similar role or the role of a Business and/or Office/Administration Manager, providing secretariat services to high-level committees and working groups.
Demonstrated experience in interpreting, analysing, summarising, preparing, and formatting correspondence, reports and documents, including confidential and sensitive documentation.
Understanding of procurement processes including conditions of tendering and conditions of contract relevant to construction and building projects.
Desirable: Current NT driver's licence or ability to obtain.
Experience and knowledge in key Government systems and processes including the financial management cycle; government administrative; Ministerial; Cabinet and Legislative processes.
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