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Executive Coordinator

2 months ago

Brisbane, Australia Education Full time

This temporary vacancy is open to Expressions of Interest and any extensions to this appointment will not exceed 12 months.
Your Opportunity

**As the Executive Coordinator you will**:

- Provide high level executive support to the Deputy Director-General while balancing conflicting priorities, working to deadlines and displaying a high degree of professionalism and judgement, with the ability to maintain a high level of confidentiality, in a fast paced and sensitive working environment.
- Coordinate, quality control and manage the workflow for the preparation of briefing notes, submissions, reports, media responses and correspondence on behalf of the branch and for use by the Assistant Director-General/Deputy Director-General, including responding to requests from the Minister's office, senior executives in the public and private sectors and stakeholders.

Your Role

**A typical day in this role will see you**:

- Monitor progress, and produce reports for the Deputy Director-General on various projects and action items and undertake investigation, research and analysis of sensitive and confidential matters.
- Arrange appointments, meetings and conferences including venues, travel arrangements, accommodation and receive visitors and delegations to the Office of the Deputy Director-General and facilitate and organise itinerary and travel requirements for the Deputy Director-General.
- Maintain effective time management practices for the Deputy Director-General, including ensuring the Deputy Director-General is appropriately briefed for meetings, coordinating diary appointments, prioritising correspondence and preventing unnecessary interruptions and screening telephone calls.
- Manage the workflow throughout the branch for the Deputy Director-General in line with priorities established by the Deputy Director-General and monitor important issues and follow up actions.
- Develop, implement and review executive support systems and procedures within the Office of the Deputy Director-General and throughout the branch ensuring that they operate in accordance with departmental requirements.
- Consult, collaborate and negotiate with executive management and senior officers from other agencies to resolve any matters as requested, including coordinating of briefing notes, submissions, reports, media responses and correspondence.
- Maintain effective working relationships with the Minister's office, Deputy Director-General's office, Director-General's office and senior executives in the public and private sector and stakeholders.
- Assist senior management in the development, implementation and evaluation of branch systems, processes, strategies, plans and reports.
- Maintain a high level of accuracy in all administrative documents associated with activities within the division.

Please view the attached Role Description to see a full list of duties.
To succeed in this role, you will demonstrate the following key attributes:
*
- Supports strategic directionDemonstrated ability to coordinate a range of diverse and complex organisational activities and projects and work effectively with school, regional and departmental officers.
- Achieves resultsDemonstrated ability to manage operational and governance quality assurance processes that enable work to be completed within predetermined deadlines and maintain confidentiality and effective working relationships in a high pressure environment.
- Supports productive working relationshipsProven ability to work both autonomously, and as a member of a team, within a cohesive work environment in a complex, fast paced and agile workplace.
- Displays personal drive and integritySound knowledge of, or the ability to rapidly acquire sound knowledge of, the functions and organisation of the department.
- Communicates with influenceDemonstrated ability to communicate effectively, in both written and oral communication, including the ability to liaise and consult with internal and external clients regarding sensitive and confidential matters.

**How to Apply**:

- Attach a brief resume including contact details for 2 referees (referees should have an understanding of your relevant previous work history).
- Attach a brief response (maximum 1 page) outlining your suitability for the role in response to the attached role description.

Applicants need to be a current Queensland Government employee to be eligible to apply.
Applications from recruitment agencies will not be accepted.This work is licensed under a Creative Commons Attribution 3.0 Australia License.

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