Executive Assistant

5 months ago

Brisbane, Australia Lotus People Full time

Beautifully designed offices, and amazing benefits and perks
- EA to the CEO and Executive Team

**The Company**

Based in the heart of Brisbane city, this is an independent for-purpose organisation working to protect and improve waterways and natural asset health in Queensland; an integral part of our lifestyle and economy.

A small but growing not for profit who have a fantastic culture, a casual and fun environment where you will work alongside very passionate people with an extremely high engagement

Beautifully designed offices, a creative and supportive culture, and a busy and varied workload - this is an exciting and rare opportunity to gain experience

**Our purpose**: lead the change that will deliver an environment for future generations to thrive.

An employer who are committed to creating a working environment where all staff recognise and support the rights and interests of First Nations People to lead desired outcomes for Country and Culture. We strive to ensure all our employees, stakeholders, and all persons associated with the activities of the organistion treat First Nations and their culture with dignity, courtesy and respect. The organisation comprises of a range of professionals with skills in science, engineering, project management, stakeholder engagement and business services.

**The Opportunity**
The Executive Assistant to the CEO & Admin Hub Coordinator works directly with the Chief Executive Officer and the Executive team to deliver outcomes and promote workplace practices consistent with the organisation's values. This position has two key components: providing Executive Assistance to the CEO and coordinating the Admin Hub. The main role is support for the CEO which involves: providing confidential high-level executive and secretarial support including the production of documents and reports; collation of information for meetings, enquiry screening, electronic diary management, coordination of events, conferences and travel. The Admin Hub coordination involves reviewing, triaging, and following up on requests for support through the Admin Hub in a timely manner to enable efficient administrative operations in the business.

**Your responsibilities will include**
- Provide high level confidential executive support to the CEO, and the Executive Team
- Manage complex correspondence and redraft higher-level responses for, or on behalf of, the CEO, some of which will necessitate background research and liaison with senior staff to ensure clarity and accuracy of outgoing communication from the office
- Coordinate and manage Executive meetings, including all documentation, meeting preparation and collation and tracking of all actions and team meetings across the organisation
- Organise the collation of and oversee the papers required for board and committee meetings
- Manage CEO diary appointments, scheduling and arranging meetings, coordinating travel arrangements, and scheduling and supporting meetings to facilitate effective business operations
- Prioritise and ensure that reports, business papers and correspondence are dealt with efficiently and promptly
- Provide support and manage/lead when required special projects/events/workshops
- Complete adhoc tasks for other Executive and Senior leaders as requested
- Assist with organising and running staff workshops and annual retreats
- Mentor and coach the reception/administration roles under the Admin hub as required
- Ensure that the office and reception is run efficiently, professionally and proactively, resulting in high level customer service and a positive engagement experience for all staff and visitors
- Review, triage, and track requests for support through the Admin Hub in a timely manner to enable efficient administrative operations in the business
- Contribute to a positive, productive environment for employees to work
- Providing additional support and duties as determined or directed by the CEO

***
**Key incumbent requirements**:

- Diploma or tertiary qualification in Business or Administration Management or relevant field
- Extensive senior administration and support experience
- High level communication and interpersonal skills including the ability to deal with sensitive and confidential matters
- Ability to participate as a member of a multidisciplinary team and develop and maintain effective working relationships with team member, clients, and members
- Proven understanding in organizational strategic planning and governance
- Previous experience in liaison with Board or Directors, advisory committees, and external advisory bodies
- Experience in the development and implementation of systems and procedures that will enhance the efficiency and effectiveness of the organisation
- Sound judgement, including demonstrated decision-making ability
- Ability to work autonomously and proactively
- High level prioritization skills with a high degree of attention to detail, time management with the ability to deliver quality

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