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Executive Assistant to The Mayor

4 months ago

Charles Sturt, Australia City of Marion Full time
**POSITION DESCRIPTION - Executive Assistant to the Mayor

Position Title Executive Assistant to the Mayor

Position Number(s) 1028

Classification Level 5

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

city develops - liveable, valuing nature, engaged,

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:

Respect,
Integrity,
Achievement, Innovation
PD - Executive Assistant to the Mayor -November 2022 1

**POSITION DESCRIPTION - Executive Assistant to the Mayor

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 proactive, quality and timely administrative services to the Mayor

including:

  • Professional executive support;
  • Professional and timely correspondence management including the development of draft
responses;

  • Coordinating/undertaking the preparation of briefing notes, speeches and presentations,
  • Receiving complaints, determining priorities and escalating matters as required,
  • Identifying and interpreting information and matters prior to briefing the Mayor,
  • Preparation of agenda papers
  • Management of the Mayor's monthly issues log and ensuring it is current and up to date.
  • 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 proactive, quality and timely administrative services to the Council Members

including:
o Preparation and management of the monthly ward briefings for each ward (6 wards)

  • Responsible for the coordination of requests for information from Council Members;
  • Identifying and interpreting information and matters prior to briefing Council Members_, _
  • Facilitation and provision of timely advice, information and support;
  • Assistance in preparing reports on seminars, training and conferences;
  • Maintaining the Council Member Portal and Extranet Page, including customer service requests
for Council Members.

  • Maintaining Council Members reporting processes as required by Policy;
  • Maintaining Council Members Registers such as expenses and allowances on a quarterly basis;
  • Arranging for reimbursement of Council Member business expenses;
  • Arranging weekly meals for before Council and Committee Meetings;
  • Coordinating registration and payment for Council Members attending conferences/seminars;
  • Maintaining the Mayor's office, Council Members room and distribution of information and
documents as required;

  • Writing Council reports relating to various Council Member matters.
  • Working as a team member at all times by:
  • Providing back up support for colleagues where applicable;
  • Positively contributing to team meetings;
  • Supporting and encouraging team members by actively displaying positive team behaviour,
consistent with the City of Marion values.

PD - Executive Assistant to the Mayor -November 2022 2

**POSITION DESCRIPTION - Executive Assistant to the Mayor

  • 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

Essential Requirements

  • 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,