Provide executive and administrative support to the President, including communications management, diary management and secretariat services. Provide administrative assistance to other staff and assist with more complex and a broader range of tasks as required.
Reporting Line
The Executive Assistant reports to the President.
Key Accountabilities: Provide executive and administrative support to the President: Manage scheduling for the PresidentDraft, review and send communications on behalf of the President and proactively ensure responses meet deadlinesOrganise and prepare for meetings, including gathering documents and attending to logistics of meetingsAnswer and respond to phone calls, prioritise emails and communicate messages and information to the President, Executive and staff as requiredCoordinate travel arrangementsProcess Will rebate applications in compliance with current policies and proceduresProcess Loan applications in compliance with current policies and procedures Executive meetings and Annual Conference: Coordinate Executive meetings, drafting agendas, taking minutes and following through on action items as required on behalf of the NTPA Executive and PresidentDocument and record meetings as requiredOrganise and manage the Annual Branch Conference Financial and other administrative functions: Support the NTPA accountant with the organisation's financial function, including the oversight of the accounts payable, accounts receivable and financial audit process to ensure financial statements and records are compliantContribute to the development of, and monitor, implement and evaluate administrative practices, systems and procedures to optimise efficiency and support the achievement of quality outcomesOversee all the efficient administration and operation of the Association's computers, software, email systems, web and ensure that the integrity and backup and storage of all computer records are protected.Research and prepare advice, information and reports on policy, planning and operational matters to facilitate informed decision making and planningCoordinate the administration of contracts and management of vendors, ensuring compliance with policies and procedures to ensure sound contract management practicesCoordinate property management activities, including the management of commercial leases, across NTPA, ensuring that all NTPA assets are leased, maintained and serviced/replaced as requiredCoordinate elections, including for Regional Representatives and Executive Members to ensure the election process is properly managed and executed in line with expectation Essential Requirements: Completion of police union governance training (or equivalent)Experience in providing executive, secretariat and administrative servicesDemonstrated experience in contract administration including preparation of specifications and related documentationProficiency in using the following software programs – Word, MYOB, Excel, PowerPoint, CRM Data Base and Web Content ManagementSound interpersonal skills with demonstrated ability to communicate with stakeholders at all levelsTeam player mindset and flexibility in approachSound organisational skills and ability to work under limited supervision and to tight deadlinesProfessionalism, demonstrated confidentiality and sensitivity to the types of issues that may occur to members of the Association #J-18808-Ljbffr