POSITION DESCRIPTION - Executive Assistant to the Mayor
PD – Executive Assistant to the Mayor –November 2022 1
Position Title Executive Assistant to the Mayor
Position Number(s) 1028
Status
People Leader Unit Manager Governance and Council Support
Division Office of the CEO
Department Office of the CEO
Our Purpose
To improve our residents' quality of life; continuously,
smartly and efficiently.
Six themes in our Community Vision represent the
shared value and aspirations that will guide how our
prosperous, innovative and connected.
City of Marion Values
Our values are critical to us as they help drive
behaviours that will enable us to achieve the Council's
vision.
With the community and safety at the forefront of
everything we do, Marion values:
POSITION DESCRIPTION - Executive Assistant to the Mayor
PD – Executive Assistant to the Mayor –November 2022 2
Purpose
Whilst working as part of the Office of the CEO, the Executive Assistant to the Mayor is responsible for providing high level administrative support that ensures that the Mayor and Council Members are equipped to effectively and efficiently perform their roles and discharge their responsibilities on a daily basis.
Key Responsibilities and Outcomes
The Executive Assistant to the Mayor is responsible for:
• The provision of pro-active, quality and timely administrative services to the Mayor including:
o Professional executive support;
o Professional and timely correspondence management including the development of draft responses;
o Coordinating/undertaking the preparation of briefing notes, speeches and presentations,
o Receiving complaints, determining priorities and escalating matters as required,
o Identifying and interpreting information and matters prior to briefing the Mayor,
o Preparation of agenda papers
o Management of the Mayor's monthly issues log and ensuring it is current and up to date.
o Liaison with a range of internal and external stakeholders on behalf of the Mayor to ensure the Mayor's activities are coordinated effectively with those of the Council (including the Deputy Mayor) and the Chief Executive Officer.
• The provision of pro-active, quality and timely administrative services to the Council Members including:
o Preparation and management of the monthly ward briefings for each ward (6 wards)
o Responsible for the coordination of requests for information from Council Members;
o Identifying and interpreting information and matters prior to briefing Council Members,
o Facilitation and provision of timely advice, information and support;
o Assistance in preparing reports on seminars, training and conferences;
o Maintaining the Council Member Portal and Extranet Page, including customer service requests for Council Members.
o Maintaining Council Members reporting processes as required by Policy;
o Maintaining Council Members Registers such as expenses and allowances on a quarterly basis;
o Arranging for reimbursement of Council Member business expenses;
o Arranging weekly meals for before Council and Committee Meetings;
o Coordinating registration and payment for Council Members attending conferences/seminars;
o Maintaining the Mayor's office, Council Members room and distribution of information and documents as required;
o Writing Council reports relating to various Council Member matters.
• Working as a team member at all times by:
o Providing back up support for colleagues where applicable;
o Positively contributing to team meetings;
o Supporting and encouraging team members by actively displaying positive team behaviour, consistent with the City of Marion values.
POSITION DESCRIPTION - Executive Assistant to the Mayor
PD – Executive Assistant to the Mayor –November 2022 3
• Work in conjunction with the Unit Manager Governance and Council Support, Manager Office of the CEO and internal stakeholders to ensure Council Members are fully supported.
• Comply with existing Work, Health and Safety legislation and regulation obligations and apply "Think Safe Live Well" philosophy.
• Embrace ethical and moral behavior and report any suspected instances of fraud and/or corruption in accordance with Fraud and Corruption Management and the Code of Conduct.
• All other duties as required.
Person Specification
• Australian residency.
• Advanced communication skills both written and verbal.
Qualifications
Tertiary qualification in a relevant discipline or substantial relevant experience
Skills, Attributes, Knowledge & Experience
Ability and experience in:
• Experience in providing complex administrative support at an executive management or board level,
• Time management, prioritisation and flexibility in managing priorities,
• Coordination of status reports for various matters to ensure decision makers are informed,
• Analytical, research and problem solving skills including the recommendation of appropriate solutions and preparation of reports or responses to enquiries
• Maintaining strict confidentiality and displaying astuteness in a sensitive political environment,
• Coordinating diary appointments and supporting documentation when required,
• Correspondence and email management in conjunction with Council's records management system.
• Preparation of agendas, minutes and presentations,
• Establishing internal and external relationships and networks,
• Proficient in Office 365 application and Customer Management Systems such as salesforce.
• Working with people from a diverse range of backgrounds and cultures.
POSITION DESCRIPTION - Executive Assistant to the Mayor
PD – Executive Assistant to the Mayor –November 2022 4
Knowledge of one or more of the following is desirable but not essential:
• The role and responsibilities of a Council Member or Member of Parliament,
• Local Government functions, roles and processes,
• Sound knowledge of departmental programs, policies and activities,
• Protocol in diplomatic situations (e.g. Premier or Ministers, dignitaries, etc.), providing professional representation of the Mayor,
• Political, public and administrative environment in which the City of Marion operates,
• Sound knowledge of legislation (including the Local Government Act 1999), codes, standards, regulations, policies and guidelines.
Attributes including:
• Adhere to the City of Marion Values
• Highly developed listening, verbal and written communication skills,
• Working harmoniously, autonomously, and as a member of a team,
• Highly developed discretion, maturity, diplomacy and judgement,
• A positive attitude complemented with strong professional ethics,
• Interpersonal skills that foster an environment of trust and co-operation,
• Customer service ethic that promotes the delivery of timely, high quality service to our community residents,
• Resilience in a political environment,
• Sound judgment, initiative, confidentiality and sensitivity in applying established procedures.
Special conditions
Some out of hours work will be required including evenings and weekends.
Position Description Confirmation and Acknowledgement
New Employee Acknowledgement
By signing the 'City of Marion Employment Acceptance Statement' in your Letter of Offer, you are agreeing to the Position Description attached to your Offer.
Employee Name: Signature Date
Leader Name: Signature Date
P&C Name: Signature Date
#J-18808-Ljbffr
