Executive Assistant

7 months ago

Gold Coast, Australia Education Full time

**Your role**:
As the Executive Assistant you will provide a range of executive and secretarial support and confidential administrative services to support the activities of the Principal and school. Responsibilities include:

- Oversee the delivery of documentation presented to the Principal/Executive Principal, schedule appointments, coordinate and organise meetings, conferences, professional development for staff, room bookings and functions, maintain diaries, take minutes of meetings and distribute to attendees and manage the provision of administrative and secretarial support to conferences as required.
- Maintain effective time management practices for the Principal/Executive Principal including coordinating diary appointments, prioritising correspondence, preventing unnecessary interruptions and other calendar events.
- Monitor and screen incoming telephone calls and correspondence to the office and where necessary direct these to the appropriate areas.
- Coordinate the provision of administrative and executive support to conferences and meetings, including organising room bookings, travel, accommodation and registrations.
- Coordinate the dissemination of information to office personnel and provide advice regarding office administrative procedures.
- Produce advanced desktop published documents and administer ordering and payment procedures.
- Prepare draft correspondence, reports and submissions on human resource and financial management issues and maintain and enhance administrative systems and processes to maximise the effectiveness of school services.
- Coordinate the records management activities, including records of incoming correspondence and Right to Information requests and monitor the flow of correspondence and provide advice and training in records management to other personnel.
- Manage records and other information resources so that information relevant to the school and its functions is readily available to clients.
- Receive and identify client needs and assist visitors and /or appropriately redirect telephone calls.
- Assist in preparation and monitoring of budgets, utilising spreadsheets to monitor expenditure and provide reports. Purchase various items for staff using corporate card and maintain all associated paperwork for reconciliation of statements.
- Use databases (administration, human resources, financial management including the SAP system) to process information and produce reports. Maintain OneSchool management and administrative databases for student enrolment and staff.
- Supervise and train administrative officers in keyboarding, reception and telecommunication services and other functions as required.
- On behalf of the Principal/Executive Principal, liaise with government, business, industry, parent and education bodies, with a focus on a high level of client services.

**How to apply**:

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

Applications remain current for 12 months from the closing date and may be considered for appointment to identical or similar vacancies within the Department. Applications from recruitment agencies will not be accepted. When working in regulated employment an employee must have a current Working with Children Clearance (blue card) issued by Blue Card Services.Salary rate shown is reflective of full-time (1.0 FTE). The Department of Education is a family inclusive workplace. Click here to find out more about our Inclusion and Diversity strategies.This work is licensed under a Creative Commons Attribution 3.0 Australia License.

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