We have an exciting opportunity in the Legal Services Administration team.
As an Executive Assistant to the General Counsel your role is dual-focused, providing high quality executive and administrative support to the General Counsel.
The unit also manages public administration matters affecting the department, concerning right to information, privacy and judicial review matters.
You must be able to proactively manage and coordinate all meeting and diary appointments for the General Counsel.
Ensuring a flexible approach is exercised when priorities arise.What You Will Be DoingProvide high-level word processing, typing, and formatting of complex documents (Microsoft Word, PDF, Excel, PowerPoint).Proactively manage the General Counsel's calendar, appointments, and meetings; coordinate meeting rooms, distribute correspondence, and meeting papers using Microsoft Outlook and Teams.Compile and prepare documents, monitor routine correspondence, and conduct research for relevant information, ensuring accuracy and timely follow-up.Monitor the legal practice management system and action assigned tasks.Maintain office records, filing systems, and retrieval systems, efficiently managing excel spreadsheets, record management system, and knowledge management systems for streamlined information management.Cultivate and maintain effective working relationships with internal and external stakeholders, collaborating with legal officers to support then in meeting deadlines and commitments.Coordinate and manage business support activities for the General Counsel, handling financials, office supplies, procurement, administration, and human resource matters, as well as travel arrangements and invoice processing.Ensure smooth operations and efficient administration support to General Counsel.Work with the Practice Manager and Administration team to consistently review systems and processes for currency and improvement.What We Are Looking ForHigh level skill levels using Outlook; Teams, Microsoft Word, Adobe Pro, Excel, PowerPoint.High level Microsoft Word skills include using templates and styles, mail merge, working with tables, control page and document appearance.Experience in use of legal practice management system or equivalent.Experience in the use of electronic records management systems and other databases is desirable.Demonstrated the ability to provide high level administrative support and services to a senior executive.Successfully coordinate multiple activities within tight timeframes, under pressure and with competing priorities.Successfully build and sustain positive relationships with team members, stakeholders, senior management and customers.Demonstrated high level communication and interpersonal skills to achieve outcomes and influence stakeholders.Maintain confidentiality, proactively analyse administrative service and systemissues, identifying practical solutions and successfully implementing them.Mandatory RequirementsThere are no mandatory qualifications for this role.Leadership CompetenciesIt is recognised that everyone is a leader regardless of classification level.
Refer to the Individual Contributor stream of the Leadership competencies for Queensland framework to understand the expectations for this role.Due to Machinery of Government, the Department of Housing is now called Department of Housing, Local Government, Planning and Public works.Applications will remain current for 12 months.Occupational group Administration#J-18808-Ljbffr
