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Executive Support Officer
3 months ago
Ministerial and departmental correspondence, briefing notes and memos) and providing comprehensive executive support to the Executive Director, Business and Corporate Services (BCS).
This role also provides assistance on a range of financial, facilities, and operational human resource reporting for BCS ensuring alignment of business requirements and compliance with OIR's policies and procedures.
Key responsibilities- Action and delegate on behalf of the Executive Director various matters to senior officers and managers and ensure timely responses to:
- Departmental correspondence from both public and private sectors;
- Ministerial documentation including correspondence, requests for briefing and speech notes for the Minister, Director-General and Deputy Director-General; and
- Any other requests for information as required.
- Manage the Executive Director's appointment diary and coordinate appointment briefings including:
- Coordinating appointments and meetings, including the setting of agendas, preparation, collation and distribution of papers and follow up of action items;
- Coordinating travel arrangements and itineraries for the Executive Director and other staff including the processing of monthly payments for travel invoices; and
- Booking of meeting rooms, video or phone conferencing facilities, sending invitations and assisting with travel and accommodation requirements where required.
- Coordinate and respond to requests for briefing documents to the Minister, Director-General or Deputy Director-General on behalf of Business and Corporate Services.
- Attend internal meetings and perform secretariat duties, including taking and distribution of meeting minutes.
- Ensure quality assurance of all material presented to the Executive Director ensuring corporate standards are met.
- Develop and maintain the Executive Director's confidential filing systems, including the maintenance of Business and Corporate Services correspondence electronic tracking system to ensure all information is accurate and filed correctly.
- Monitor payroll, establishment and leave reports, completing and/or checking resourcing requests for the Executive Director's endorsement and/or approval, and liaising with OIR Human Resources and Finance groups in regard to resourcing matters as required.
- Develop and maintain positive relationships with key internal and external stakeholders including the offices of the Minister, Director-General or Deputy Director-General as well as other business units and current and potential stakeholders.
