The Executive Assistant provides a high level of executive, managerial and administrative support services to the Chief Justice of the FCFCOA (Division 1)/Chief Judge of the FCFCOA (Division 2) ('the Chief Justice') to support the exercise of his statutory duties and exercise of his day-to-day responsibilities across two extremely busy Courts. Together the Courts comprise 122 judges; hundreds of legal, social science and related support staff; registries and circuits across 43 locations; and are responsibility for around 100,000 filings per year.
This is a key role that ensures the smooth and efficient operation of the Chief Justice's Chambers. The Executive Assistant must be able to develop an excellent level of knowledge of the Court's strategic priorities, functions, practices and procedures, and to oversee the Chief Justice's Associates and the administrative support in the Melbourne chambers to provide services to the Chief Justice.
The Executive Assistant is an integral part of the chambers of the Chief Justice and the national operations team more broadly, providing a wide range of high-level executive and administrative support. The Executive Assistant will also assist the Chief Justice with important policy and projects, including the preparation of high-level correspondence, presentation, conference papers, reports and submissions. The role may also extend to dealing with other sensitive and confidential processes as requested by the Chief Justice.
The role is busy and multi-dimensional, requiring someone with agility and highly developed organisational skills, together with strong communication and interpersonal skills. The person appointed to this position will be someone who anticipates what needs to be done, shows great initiative; is highly motivated and organised, efficient, able to work under pressure. It requires frequent contact with internal and external stakeholders. The occupant of this position must enjoy working with a diverse range of people and have strong interpersonal skills.
The key duties of the position include
1. Providing high level executive, managerial and administrative support to the Chief Justice;
2. Preparing and coordinating complex correspondence, presentations, speeches and reports;
3. Overseeing Associates to support the Chief Justice;
4. Overseeing administrative support in the Melbourne chambers of the Chief Justice;
5. Working closely with the national operations team assisting the Chief Justice and the Chief Executive Office and Principal Registrar of the FCFCOA ('CEO/PR');
6. Liaising with judges, the CEO/PR and senior court staff in relation to key events and meetings;
7. Providing appropriate support to the Chief Justice of forthcoming events and meetings, and prioritising matters for attention and resolving issues;
8. Communicating effectively with a wide range of internal and external stakeholders;
9. Acting as a first point of contact for the Chief Justice as required with a range of external stakeholders and organisations;
10. Implementing changes to work practices and processes in consultation with the Chief Justice; and
11. Assisting with the management and coordination of the Courts' key internal and external conferences, events and meetings.
In addition, supporting the Chief Justice and CEO/PR with key projects and policy, including:
1. researching and analysing to assist with policy and protocol development;
2. preparing complex correspondence, presentations, reports and submissions; and
3. providing briefings and issues papers on topical and emerging issues.
The person performing this role will need flexibility to work irregular hours, as necessary, and the ability to undertake some travel.
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