Executive Assistant

2 weeks ago

Sydney, New South Wales, Australia Australian Reinsurance Pool Corporation Full time

ARPC Position Description

Function:
Chief Operating Office
Classification broadband:ARPC 5/6

Location:
Sydney
Security clearance:Baseline

Role Reports to (role title)**:Chief Operating Officer

Direct Reports (role titles)**:Nil

Purpose of the role (Why the role exists; how the role contributes to the ARPC's strategic objectives)
The purpose of this role is to provide high quality executive support to a small number of ARPC senior
executives (2 or 3) to support them to manage their schedules and keep up with correspondence based on
their needs.

Key Accountabilities (Key activities, tasks, and outcomes to be achieved)***- Role model ARPC's Values and Code of Conduct and capabilities set out in the ARPC's Capability

Framework
***- Perform a variety of administrative tasks and support a small number of ARPC Senior Executives

  • Manage executives' calendars and set up meetings
  • Act as the point of contact among executives, employees, customers and other external partners
- behalf of senior executives
  • Make travel and accommodation arrangements for senior executives (and on occasion, ARPC Board

- members)
  • Process daily expenses and prepare weekly, monthly or quarterly reports on behalf of senior

- executives
  • Take minutes during meetings
  • Screen and direct phone calls and distribute correspondence
  • Organise and maintain documents in accordance with ARPC's document storage protocols

Other

  • Lead and participate in other work streams and activities across ARPC, as opportunities arise

Working Relationships (Key stakeholders, clients, customers, suppliers, providers, consultants, etc.)***
Internal Relationships

  • Build and maintain strong relationships across ARPC

External Relationships

  • Build and maintain strong relationships with vendors and partners
***
Person specification

Qualifications and experience

Qualifications (indicate whether mandatory or desired)

  • High School Certificate, Diploma or Tertiary qualification _Desired_

Experience (minimum type and level of experience required to perform the role)

  • 2+ years handson experience in an executive assistant role _Mandatory_
  • Experience working across all levels in an organisation _Desired_
  • Knowledge of insurance, reinsurance banking or financial service_ Desired_

Regulatory Responsibilities

Public Interest Disclosure Act 2013 (PID Act)

  • ARPC staff must assist the ARPC CEO (or delegate) and/ or the Commonwealth Ombudsman in the
conduct of a PID investigation.

Privacy Act 1988

  • ARPC staff must adhere to the Australian Privacy Principles and the ARPC Privacy Policy and report
any privacy breaches by any employee or contractor to the Privacy Officer (CFO) and/ or Privacy
Champion (COO) as soon as they become aware of them.

Freedom of Information Act 1982 (FOI Act)

  • ARPC staff are responsible for notifying and supporting the Information Public Scheme (IPS) Team to
- ensure published website Information is accurate, up‐to‐date and complete.
  • ARPC 'owners' of website content are required to review content on their page(s) at least annually.

Technical Capabilities (skills, knowledge, technical or specialist capabilities)

  • The ability to work collaboratively
  • Excellent organizational skills including time management
  • Strong written and verbal communication skills
  • Intermediate skills in Microsoft Word, Excel and Powerpoint
  • Discretion and confidentiality
  • Resourceful, innovative and proactive
  • Strong interpersonal skills with the ability to effectively negotiate and influence
  • Ability to build relationships with various stakeholders
  • Working knowledge of project management software
  • Astute attention to detail
  • Courteous assertiveness

Authorities Limits/ Type

Financial Delegations:
As per ARPC Financial Delegations

HR Delegations:
As per ARPC Enterprise Agreement

Declared Terrorist Incident (DTI): As per ARPC DTI Response Plan

*****Additional requirements

ARPC Values

  • Delivering for our stakeholders
  • Collaboration
  • Personal leadership
  • Integrity
  • Wellbeing

ARPC Capabilities (Integrated Leadership System)
ARPC Capabilities describe behavioural expectations for all employees, by classification broadband.

  • Shapes strategic thinking
  • Achieves results
  • Supports/cultivates productive working relationships
  • Exemplifies personal drive and integrity
  • Communicates with influence

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